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Key Responsibilities and Required Skills for Litigation Legal Secretary

💰 $65,000 - $95,000

LegalAdministrativeLitigation Support

🎯 Role Definition

A Litigation Legal Secretary is the organizational backbone and an indispensable partner to a team of litigation attorneys. This role is far more than administrative; it is a critical function that ensures the seamless and efficient progression of complex legal cases from inception through to trial or settlement. As a master of court rules, deadlines, and legal procedure, the Litigation Legal Secretary serves as the gatekeeper for case files, the primary point of contact for scheduling and correspondence, and a key player in the preparation of high-stakes legal documents. Success in this position requires a unique blend of technical legal knowledge, exceptional organizational prowess, and the composure to thrive under the pressure of tight deadlines and competing priorities.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Junior Legal Secretary
  • Legal Administrative Assistant
  • Paralegal Assistant

Advancement To:

  • Senior Litigation Secretary or Executive Legal Secretary
  • Litigation Paralegal
  • Law Firm Office Manager or Administrator

Lateral Moves:

  • Corporate Legal Secretary
  • Legal Operations Specialist
  • E-Discovery Technician

Core Responsibilities

Primary Functions

  • Expertly prepare, revise, and proofread a wide array of complex legal documents, including pleadings, motions, discovery requests and responses, briefs, and settlement agreements, ensuring strict adherence to court rules and firm formatting standards.
  • Manage and execute the electronic filing (e-filing) of legal documents with federal, state, and local courts using systems like CM/ECF, PACER, and other state-specific portals, ensuring all submissions are timely and correctly processed.
  • Maintain a meticulous and proactive calendar and docketing system for multiple attorneys, tracking all case-related deadlines, court dates, depositions, and client meetings to prevent any missed obligations.
  • Skillfully coordinate the scheduling and logistics for depositions, hearings, mediations, and client meetings, which includes arranging for court reporters, videographers, and conference room facilities.
  • Act as a primary liaison in communications between attorneys, clients, opposing counsel, court personnel, and expert witnesses, always maintaining a professional and courteous demeanor.
  • Organize and maintain comprehensive case files, both electronically in document management systems (like iManage or NetDocuments) and in physical form, ensuring all materials are logically indexed and easily accessible.
  • Assist attorneys in the preparation for trials, hearings, and depositions by organizing exhibits, preparing witness files, and assembling trial notebooks and binders.
  • Transcribe legal dictation and draft routine correspondence, memos, and internal communications on behalf of the assigned attorneys.
  • Perform conflict checks for new matters and assist in the new client intake process, gathering necessary information and preparing engagement letters.
  • Handle the processing and service of subpoenas, summonses, and other legal documents in accordance with legal requirements and procedural rules.
  • Prepare and manage expense reports, process vendor invoices, and assist attorneys with entering and finalizing their billable time in the firm's billing system.
  • Conduct basic legal research using platforms like Westlaw or LexisNexis to locate court rules, case information, and other relevant legal data.
  • Manage incoming and outgoing mail, faxes, and courier services, promptly distributing all critical documents and correspondence to the appropriate parties.
  • Prepare tables of authorities (TOAs) and tables of contents (TOCs) for briefs and other lengthy legal filings, demonstrating a high level of precision.
  • Maintain and update attorney contact lists and case-specific service lists to ensure accurate and efficient communication.

Secondary Functions

  • Arrange and coordinate complex travel itineraries, including flights, accommodations, and ground transportation for attorneys traveling for cases.
  • Provide backup secretarial support to other attorneys and legal teams within the firm during periods of high demand or staff absence.
  • Assist with the creation and editing of presentations and other materials for client meetings, seminars, and internal training sessions.
  • Liaise with internal departments such as accounting, IT, and records to resolve administrative issues and ensure smooth workflow.
  • Contribute to a collaborative team environment by sharing knowledge, offering assistance to peers, and participating in firm-wide initiatives.

Required Skills & Competencies

Hard Skills (Technical)

  • Advanced Proficiency in Microsoft Office Suite: Expert-level skills in Word (including Styles, TOA/TOC), Outlook (managing complex calendars), Excel, and PowerPoint.
  • Electronic Filing Expertise: Deep familiarity with federal (CM/ECF, PACER) and various state e-filing systems.
  • Document Management Systems: Hands-on experience with legal-specific DMS such as iManage/FileSite, NetDocuments, or a similar platform.
  • Legal Terminology & Procedure: Strong knowledge of litigation processes, court rules (federal and state), and legal vocabulary.
  • Fast and Accurate Typing: A minimum typing speed of 65 WPM with a high degree of accuracy is essential.
  • Time & Billing Software: Experience with systems like Elite, Aderant, or Clio for time entry and invoice review.
  • Legal Research Tools: Basic proficiency in using Westlaw, LexisNexis, or similar platforms for document retrieval and rule checking.

Soft Skills

  • Exceptional Attention to Detail: The ability to produce error-free work is paramount, from proofreading documents to managing complex calendars.
  • Superior Organizational Skills: Proven ability to manage multiple high-priority tasks, deadlines, and attorney workloads simultaneously without sacrificing quality.
  • Proactive and Resourceful: A forward-thinking mindset with the ability to anticipate attorney needs, identify potential problems, and independently find solutions.
  • Excellent Communication: Polished and professional written and verbal communication skills for interacting with clients, courts, and senior partners.
  • Discretion and Confidentiality: Unquestionable integrity and the ability to handle sensitive client and firm information with the utmost confidentiality.
  • Composure Under Pressure: The capacity to remain calm, focused, and effective in a fast-paced, high-stakes environment with shifting priorities.
  • Team-Oriented Attitude: A collaborative spirit and willingness to work as part of a cohesive team to achieve shared goals.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.
  • Certificate from an accredited Legal Secretary or Paralegal program.

Relevant Fields of Study:

  • Paralegal Studies
  • Legal Administration
  • Business Administration

Experience Requirements

Typical Experience Range: 3-10 years of dedicated experience as a legal secretary within a litigation practice group.

Preferred: Substantial experience in a mid-to-large-sized law firm environment. A strong background supporting multiple attorneys and demonstrable experience with complex, document-intensive litigation is highly desirable.

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