Litigation Legal Secretary
Permanent Placements is seeking an experienced Litigation Legal Secretary with Big Law experience that will provide complex and specialized secretarial & administrative support to attorneys and other timekeepers. Candidates should have prior experience with supporting a mix of Partners and Associates, ideally have experience supporting Business, Corporate, Restructuring, Data Privacy/Cybersecurity, L&E, and/or General Litigation. This is a “high touch” based position and candidates should enjoy working in a team support structured environment. Specific duties and responsibilities include, but are not limited to the following:
Position responsibilities:
- Complete all document processing and correspondence assignments accurately and within timekeepers’ stated timeframes; experience with Intapp is a plus.
- Manage, organize, and maintain all documents and pleadings up to date in iManage and a shared M drive.
- Maintain attorney/paralegal calendar, including scheduling and coordinating meetings and inputting all court related deadlines to team members using Microsoft Office Suite.
- Communicate with docket department for all litigation related deadlines
- Redline documents using Litera program
- Draft pleading and discovery documents to support timekeepers and case team which may include creating a master caption; drafting a shell notice; shell declaration; shell proposed order, and proof of service
- Arrange for court filings and service of documents; electronically file and serve documents required by State, Federal, and local rules
- Arrange and coordinate with a vendor for Service of Process of new complaints and subpoenas
- Arrange and coordinate with a vendor to provide courtesy and/or chambers copies after a filing
- Coordinate and request court reporters and videographers for depositions and court hearings
- Assist with deposition exhibits preparation
- Assist, draft, and coordinate service of subpoenas
- Proofread documents
- Conduct basic legal research
- Assist with documents to DocuSign
- Handle all incoming telephone calls and placement of outgoing calls in a professional manner
- Maintain good client relationships for attorneys
- Enter time using Intapp daily
- Assist other team timekeepers, as needed
- Prepare New Business Forms for new and existing clients, conflict sheets and draft engagement and waiver letters
- Prepare and process invoices, expense reports, check requests, travel reimbursements, cell phone reimbursements and health club reimbursement forms, etc. in accordance with accounting guidelines
- Assist with requesting conference rooms for various client meetings and depositions
- Copy documents that are not appropriate to send to the Copy Center
- Make travel arrangements, adhering to the firm’s Travel Policy
- Review, distribute and process prebills
- Coordinate internal procedures and compile backup materials for attorney/paralegal preparation of audit letter responses
- All other duties as assigned or required
Skills and experience:
Required:
- After orientation, exhibit proficiency in iManage and other firm applications
- Available to work overtime, as needed
- Proficiency in Microsoft Office Suite
- Keep abreast of court rules and procedures and understand legal terminology
- Previous litigation secretarial experience, 5+ years of experience.
- Familiarity with the following software or similar products: Salesforce, Chrome River, Adobe, iManage, Intapp, Zoom, Microsoft Office Suite, and/or Litera. Basically, the more the better but we can teach you any of these as needed during orientation.
Preferred:
- College degree or business college certificate
Competencies:
- Ability to work independently and as part of a team in a fast-paced environment for multiple supervisors, meet deadlines and maintain flexibility with work assignments (including changes in timekeeper assignments) and work schedule
- Ability to organize and prioritize work assignments, as well as delegate tasks to service departments when necessary
- Must demonstrate initiative, diplomacy, and tact
- Possess excellent written, communication and proofreading skills with attention to detail
- Ability to function in a professional and polite manner when dealing with clients, co-workers, court personnel and others
- Reliable, committed, and punctual
- This is a hybrid position (3 days in, 2 WFH)
– Must work either M, T, W or W, R, F (no exceptions).