Legal Secretary - Litigation

Description

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for a Legal Secretary - Litigation to join our team in our Los Angeles office. 

We offer a hybrid work engagement with two days of remote work, and three days in-office.

This position is responsible for providing litigation secretarial support to five or more attorneys in various practice groups. Focus on providing a comprehensive range of secretarial support including typing, editing and/or formatting legal documents and correspondence, filing documents with various courts, both electronically and via messenger, arranging for service of documents on opposing counsel,  coordinating schedules, client billing, new matter intake, inputting attorney time, paper and electronic file maintenance, calendar and contacts maintenance, coordinating travel arrangements, preparing expense reimbursement and other secretarial and administrative tasks as assigned. This position requires the ability to work independently at a high level, as well as in a team environment, with other secretaries and firm staff in various departments.

At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.

On a typical day you will:

Attorney Support:

• Heavy court filings including service of pleadings on opposing and associated counsel, at state, federal, and appellate level and in many different venues within California and other states
• Schedule remote hearings and deposition appearances, in-person depositions, appointments, and meetings
• Track litigation deadlines, provide deadlines to docketing and confirm deadlines are docketed correctly
• Type, proofread, format and edit correspondence and documents (e.g., pleadings, contracts, memoranda, agreements and other legal documents) under time-sensitive deadlines; some pleading drafting;
• Build and sustain attorney confidence by minimizing backlog and overtime while maintaining a deep understanding of their practices, goals, and firm policies.
• Regularly check in with attorneys to ensure projects are on track, exercise judgment on when to seek guidance, and assign tasks to support staff while ensuring timely completion. Communicate project status clearly to all team members.
• Efficiently handle complex and demanding workflows, leveraging firm resources when necessary.
• Make arrangements for messenger, overnight delivery or courier services as needed;
• Schedule appointments, conference calls, meetings and maintain calendars
• Open and route mail and email, attaching files and documents; save to case management system
• Docket deadlines
• Maintain attorney and client records

Client Interaction:

• Answer, screen and respond to phone calls
• Respond to attorney/clients needs with a sense of urgency, ensuring resolution with appropriate follow-up
• Serve as an intermediary with clients, responding to requests and proactively addressing client service needs to strengthen relationships.

Document Management:

• Maintain up-to-date forms and collaborate with word processing on templates.
• Type, proofread, compare, and edit legal and business documents under time-sensitive deadlines.
• Some pleading drafting

Administrative Duties:

• Work with attorneys to prioritize, organize and relieve them of administrative tasks
• Run conflicts and open new client and new matter files
• Make travel arrangements
• Prepare and submit expense/reimbursement reports and vendor invoices

Organize and maintain files:

• Maintain email files
• Electronic case management system
• Maintain attorney and client files, both paper and electronic formats
• Binders (e.g., for trial, working papers, and business development purposes)

Attorney timekeeping:

• Enter attorney time into time-keeping program and ensure release
• Process and edit prebills and oversee the client billing process

Ownership & Initiative:

• Take full ownership of personal success and the success of attorneys, welcoming challenges and proactively solving problems.

Engagement & Innovation:

• Stay curious, engaged, and solution-oriented, offering ideas to enhance service, teamwork, and efficiency.

Strategic Contribution:

• Understand firm and practice group objectives, identify opportunities to contribute, and actively participate in solutions to achieve desired goals.

Join us if you have:

• 5+ years’ experience as a legal secretary or executive assistant required; familiarity with law firm billing processes is a plus
• Demonstrated strong word processing and computer skills; proficient understanding of MS Word, MS Excel and MS Outlook required, experience with all MS Office 2016 products preferred. Experience with MS Office 365 is a plus. Proofreading, NetDocs and PowerPoint skills desired
• Demonstrated ability to type 75 wpm on word processing equipment with a high degree of accuracy
• Exceptional organizational skills required; ability to multi-task, work under pressure and meet conflicting deadlines
• Demonstrate the ability to communicate with finesse, use tact, diplomacy and discretion with firm contacts and clients
• Willing to work in a team-oriented, service environment; display willingness to share firm and technical knowledge with others
• High degree of attention to detail as well as initiative to learn new skills that will contribute to enhanced performance of their role
• Firm commitment to providing customer service excellence

Who We Are

Davis Wright Tremaine LLP is an AmLaw 100 law firm with 9 offices nationwide. We are relentlessly committed to client service and look for candidates who share that commitment. At DWT, client service means having empathy for each client’s and each lawyer’s work and personal pressures, business objectives, and legal needs; anticipating their needs; and having the capabilities and commitment to deliver what matters most to them.

What’s in it For You?

DWT offers competitive compensation in addition to ample benefits including but not limited to:

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution

This job description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.

California

The annualized salary range for this position in Los Angeles is $94,000 to $120,000 ($48.21 to $61.54 hourly). Actual pay will be adjusted based on experience and other job-related factors permitted by law.  Full time employees may be eligible for a bonus, health insurance with an optional HSA, long term disability, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, subsidized backup care and caregiving resources, 401(k), vacation, sick time, and an employee assistance program.  Additional voluntary programs include:  voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance.  Commuter and Transit programs are also available.

Davis Wright Tremaine LLP seeks to hire, develop and grow lawyers and business professionals who combine deep legal expertise, technological fluency, business acumen, and emotional intelligence—creating an excellent, inclusive, adaptive workforce that fuels exceptional client outcomes.

At Davis Wright Tremaine LLP, every employee has the right to work in an environment free from all forms of unlawful discrimination.  It is our policy to hire, promote, transfer, terminate, and make all employment-related decisions without regard to an employee’s sex (including pregnancy, childbirth, breastfeeding, or related medical condition), race, color, ancestry, sexual orientation, gender, gender identity, gender expression, national origin, religious creed, age, marital status, physical or mental disability, genetic information, medical condition, military condition, military or veteran status or any other basis prohibited by applicable local, state, or federal laws.

Davis Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email [email protected].  

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