Litigation Legal Administrative Assistant- 3694994

Please connect with me on LinkedIn as well @Michelle Wirtz

Job Title: Litigation Legal Administrative Assistant

Location: San Diego, CA 92130

Salary/Payrate: $80K - $115K

Work Environment: Hybrid (2 days WFH) after ramp up period

Term: Fulltime

Bachelor’s degree required: No

Referral Fee: AMS will pay $500 should the person you refer gets hired

Job Description:

The Litigation Legal Administrative Assistant provides primary legal secretarial and administrative support in the San Diego office. This position supports both litigation and transactional practices, and coordinates litigation filings, deadlines, proceedings, documents, and matter administration while helping attorneys manage daily practice needs. The role requires sound judgment, attention to detail, and the ability to anticipate needs and manage competing priorities in a fast-paced environment.

Essential Functions

Litigation Practice Support

• Draft, format, revise, proofread, and finalize pleadings, discovery materials, correspondence, reports, and other legal documents.
• Electronically file and serve documents in state, federal, and appellate courts; follow applicable court rules, filing requirements, and calendaring procedures.
• Maintain litigation calendars and track filing deadlines, hearings, depositions, mediations, arbitrations, and other case events in coordination with attorneys.
• Schedule and coordinate depositions, hearings, mediations, arbitrations, meetings, and related logistics, including court reporters, vendors, and travel.
• Organize and maintain electronic and physical matter files, pleadings, discovery, exhibits, correspondence, and materials in the firm’s document management system.
• Prepare and organize exhibits, electronic and physical binders, and other materials for filings, depositions, hearings, and trial preparation.
• Communicate professionally with attorneys, clients, courts, opposing counsel, vendors, and colleagues regarding scheduling and administrative matters.

Practice Administration and Management

• Process new client and matter requests, assist with conflict checks, prepare engagement letters, and maintain accurate matter records.
• Enter attorney time; assist with prebills, client invoices, and billing follow-up in coordination with attorneys and billing personnel.
• Prepare check requests and expense reports, coordinate vendor payments, arrange travel, and manage attorney calendars and meetings.
• Provide backup and overflow support to other Legal Practice Coordinators and members of the legal support team as needed.
• Handle confidential information with discretion, prioritize urgent requests, and perform other practice and administrative duties as assigned.

Required Education, Knowledge and Experience

• Bachelor’s degree required.
• Five or more years of legal secretarial or practice coordination experience supporting litigation attorneys in a law firm.
• Experience with court filings, litigation calendaring, and the preparation of pleadings and discovery materials; experience supporting real estate attorneys is a plus.

Required Skills and Abilities

• Strong proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and Adobe Acrobat, including advanced legal document formatting.
• Experience with electronic filing, document management, time entry, billing, and calendaring systems; familiarity with iManage, Intapp, Emburse (Chromeriver), and Aderant is preferred.
• Knowledge of state, federal, and appellate filing procedures and the ability to identify and follow applicable local rules.
• Excellent proofreading and attention to detail, with the ability to prepare accurate documents and meet filing deadlines.
• Strong organizational and time management skills, with the ability to balance multiple attorneys, matters, and changing priorities.
• Clear, professional written and verbal communication skills and a service-oriented approach to attorneys, clients, and colleagues.
• Initiative, sound judgment, and the ability to work independently while knowing when to seek guidance.
• Ability to protect confidential and sensitive client and firm information.
• A flexible, collaborative approach and willingness to learn new systems and procedures.
• Ability to remain composed and deliver accurate work under time-sensitive conditions.