Job Description

Adams & Martin Group has partnered with a full-service, leading international law firm recognized for our understanding of the industries we serve, to find an experienced Litigation Legal Secretary in Palo Alto, California. This role offers a dynamic work environment where the successful candidate will provide full administrative and document processing support to assigned attorneys and/or paralegals.

Responsibilities

• Provides confidential IP litigation administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence.
• Establishes, maintains, processes, and/or oversees electronic files, correspondence, databases, records, certificates, and/or other documents.
• Prepares complex legal documents and correspondence requiring knowledge of legal terminology and advanced formatting skills.
• Drafts, formats, and finalizes pleadings and discoveries in preparation of service and/or direct filings with the respective court.
• Schedules appointments and performs other tasks related to maintaining legal assignments' calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements.
• Coordinates outsourced copy jobs and provides photocopying and/or scanning of correspondence, documents, and other printed materials.
• Handles incoming and outgoing correspondence, including mail, emails, faxes, deliveries, and FedEx packages.
• Drafts, edits, and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, memos, and itineraries.
• Answers telephones and delivers accurate and timely messages.
• Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails/e-submits invoices to clients.
• Inputs attorney time daily utilizing the Firm's time entry software.
• Interacts with clients, vendors, attorneys, and staff to maintain good relations.
• Closes files per lawyer requests in Firm software (currently NBI).
• Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements.
• Other projects as assigned by the Partner in Charge and Office Administrator.

Qualifications

• High School Diploma required; some college and/or PLS Certification desirable.
• 3+ years of related legal office experience directly tied to the listed duties and responsibilities.
• Knowledge of legal terminology and procedures.
• Strong organizational and records management skills.
• Ability to maintain confidentiality of all information.
• Strong interpersonal skills and the ability to communicate effectively with a wide range of individuals.
• Advanced computer and software application skills, including Microsoft Word, Outlook, Excel, and PowerPoint; proficiency with FileSite document management is a plus.
• Experience with e-filing in federal and state courts is highly desired.
• Ability to proofread and ensure high accuracy in all typed materials.
• Ability to prioritize and complete tasks under time constraints.
• Must be able to lift and carry file folders weighing up to 20 pounds and work at a computer for long periods of time.

This position is a full-time position requiring a 5-day work week and standard hours as outlined in the firm policy manual. Additional hours will be required when necessary to meet established deadlines or stay current with occasional peaks in workload.
Must be available to work overtime, including weekend hours, when necessary to meet established deadlines or stay current with occasional peaks in workload. Must be willing to change regular work schedule to meet the needs of the Firm.
Must be able to perform essential duties of the position with time constraints and frequent interruptions.
This role may be hybrid and will require a minimum of three days per week (or at least 60%) present in the office, and up to two days per week (40%) may be performed remotely.

Law firm offers competitive salary, excellent benefits package, hybrid work schedule (onsite & remote).

Please submit your resume for your confidential consideration

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Job Tags

Similar Jobs