Legal Assistant / Floater (Litigation & Corporate)
A premier AM200 law firm is seeking a versatile Legal Assistant for its Orange County office. This position operates on an in-office schedule with long-term hybrid flexibility.
The successful candidate will provide comprehensive administrative, clerical, and secretarial support to a dedicated team of attorneys and paralegals. Additionally, this role serves as crucial coverage for other assistants during vacations, medical leaves, or other temporary absences. Responsibilities span a diverse array of tasks including legal document preparation, billing support, docketing, and client communication.
Salary Range: $75,000 – $90,000 DOE
Essential Duties & Responsibilities:
- Administrative Support: Screen and direct incoming calls and visitors; manage, sort, and distribute physical and electronic mail.
- Calendar & Travel Management: Coordinate complex schedules, arrange meetings, set up teleconferences, and handle comprehensive travel logistics.
- Document Production: Draft, edit, revise, and format standard correspondence and specialized legal documents—including contracts, leases, briefs, pleadings, complaints, and motions—from written drafts, verbal instructions, or dictation.
- Quality Control: Meticulously proofread all materials for grammar, syntax, spelling, punctuation, and structural formatting.
- Financial Administration: Input daily timekeeping entries for legal staff, prepare monthly expense reports, and coordinate client invoicing and billing workflows.
- File & Data Management: Open new client matters; establish, update, and maintain physical and digital file systems in alignment with records management protocols.
- Collaborative Support: Actively participate in departmental meetings, engage in ongoing training, and assist with overflow work or special projects as needed.
Enhanced Litigation Desk Requirements:
- For litigation-specific coverage, the role also encompasses:
- Reviewing and formatting specialized litigation documents (discovery, summonses, affidavits, etc.) to ensure adherence to court rules.
- Managing court e-filing at the state & federal level, physical filings, and coordinating with process servers or couriers.
- Monitoring, tracking, and docketing critical court deadlines and hearing dates.
- Coordinating depositions with court reporters, videographers, opposing counsel, and clients.
- Conducting basic cite-checking, proofreading appellate briefs, and organizing comprehensive trial notebooks or exhibit lists.
Minimum Qualifications
- Education: High school diploma or equivalent; formal training in word processing or legal administration is a plus.
- Experience: Minimum of three (3) years of prior legal assistant or secretarial experience.
Technical Skills:
- Proficient in modern office workflows, record-keeping principles, and general legal terminology.
- Advanced proficiency in Microsoft Word and Outlook; experience with Excel and PowerPoint is highly preferred.
- Familiarity with legal document management systems (e.g., iManage) is a plus.
- Net typing speed of 70+ WPM.
- Proficiency with transcription software/equipment (Dictaphones) is a plus.
- Core Skills: Exceptional command of English grammar, spelling, composition, and legal formatting; strong numeric and alphabetical filing skills.
Key Competencies
- Adaptability & Applied Learning: Ability to quickly absorb new job-related workflows and pivot smoothly between different desks and practicing groups.
- Organization & Time Management: Exceptional prioritization skills, allowing for the timely execution of tasks under tight deadlines.
- Thoroughness & Quality: Strong attention to detail, maintaining accuracy and high production standards regardless of pressure.
- Communication & Collaboration: Strong interpersonal skills to interface professionally with attorneys, support staff, and clients across the firm.
- Discretion & Professionalism: Demonstrated capacity to handle highly confidential information ethically and with strict discretion.