Executive Assistant/Litigation Secretary

• Prepare attorneys' correspondence, and other legal documents as requested
• Screen incoming telephone calls
• Monitor Outlook Inbox and respond to routine incoming communications
• Ability to appropriately draft information on behalf of the timekeeper with little or no direction
• Manage attorney's calendar and can manage heavy scheduling duties (i.e., schedule and organize complex activities such as meetings, travel, and seminars – both admin and litigation)
• Create and proof PowerPoint presentations, when needed
• Interact with Accounting to process monthly Bills (i.e., interact with other timekeepers and distribute bills for their review, review to ensure revisions have been made to bills, if needed, etc.)
• Administrative responsibilities: preparing expense reports, check requests, entering time into Intapp Time as requested, opening and distributing incoming mail, billing, etc.
• Able to manage extensive travel arrangements through FCM Travel (i.e., International and Domestic, last-minute travel changes, etc.) and flight check-ins
• Format/revise briefs, pleadings, and other legal documents
• Generating TOC/TOA for briefs
• Assist with manual and electronic court filings
• Serve Discovery documents
• Knowledgeable with all aspects of discovery process, e-discovery, and worked with e-discovery vendor
• Process vendor invoices for payment
• Maintain and update electronic filing system, and retrieve information from files, when needed
• Respond to regularly occurring requests for information
• Type general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling and grammar making appropriate changes
• Volunteer to assist others in practice group and office; work harmoniously in a team environment and fosters team spirit
• Share information and expertise readily with staff members at all levels
• Schedule and coordinate complex activities such as meetings, events and seminars
• Look for ways to improve processes and/or procedures

• High School Diploma or equivalent; some College preferred; secretarial Degree preferred
• Strong experience as an Executive Assistant/ Litigation Secretarial; work experience in a legal or professional services environment
• Experience with trial preparation; familiarity with certain Court Procedures, California Rules of Court, Federal Rules of Civil Procedure, etc.
• Attention to detail and accuracy
• Intermediate knowledge of Word, Excel, and PowerPoint
• Possess an Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc.)
• Able to work independently prioritizing work and meeting deadlines
• Knowledge of marketing resources and relevant materials
• Excellent verbal and written English communication skills
• Actively pursue opportunities for self-development/collaboration.
• Understand Firm structure and available resources
• Some analytical ability is required to find solutions to various administrative problems and prioritize work
• Collaborates well with others at all levels
• Able to maintain professional interaction with clients
• Able to take initiative (i.e. trouble-shooting) in certain instances wherein insufficient and/or lack of instruction is provided
• Can work well under pressure with intense deadlines
• Possess solid organizational and planning skills
• Possess problem-analysis and problem-solving skills as well as judgment and decision-making ability
• Able to maintain high levels of confidentiality
• Team Player

• Fine hand manipulation (heavy typing, dialing, filing); sitting/standing/walking/stooping; ability to lift to 25 lbs

This position is bonus eligible and includes benefits such as medical, dental, vision, and 401(k) based on number of hours worked.  The US base compensation for this position is expected to be $100,000 to $110,000 annually if located in an office in the state of California. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary range for your preferred location during the hiring process