Position Title: Litigation Legal Secretary
Location: San Jose, CA
Employment Type: Full-Time, On-Site
About Us:
We are a small but esteemed law firm in downtown San Jose law firm practicing probate, trust and estate litigation, along with criminal and civil cases. We seek a Trusts, Estates, and Probate Litigation Legal Secretary to provide high-level support to several attorneys, with primary responsibility as the partner’s lead assistant.
Position Overview:
The Legal Secretary will perform a wide range of administrative, clerical, trust administration, probate and estate litigation support functions. This role requires strong organizational skills, excellent written communication, and a proactive approach to managing deadlines and court requirements.
Responsibilities include:
• Transcribe attorney dictation and prepare, revise, and format legal documents, including pleadings, discovery, motions, and correspondence.
• Heavy management of attorney calendars; including scheduling and managing logistics of proceedings, depositions, mediations, and client meetings, etc.
• E-file and lodge documents in local Courts; ensure compliance with local rules, etc.
• Track case deadlines and maintain detailed docket and litigation calendars.
• Organize and maintain electronic and physical case files, exhibits, etc.
• Communicate professionally with clients, court personnel, experts, and opposing counsel, etc.
• Assist with trial preparation, including binders, witness materials, and exhibit lists.
• Manage incoming mail for the department, service of documents, and proof of service requirements.
• Track and input billable time and expenses accurately.
• Other duties as assigned to support attorney’s case management and litigation workflow.
Qualifications:
• Minimum two years of administrative/secretarial experience; legal receptionist or legal secretary background strongly preferred, with a demonstrated desire to learn and grow.
• Proficient with Microsoft Word/Excel, PDF editors, and document management systems.
• Ability to prioritize and manage multiple deadlines and priorities in a fast-paced environment.
• Exceptional attention to detail, proofreading skills, and professional communication.
• Ability to maintain strict confidentiality of sensitive information.
• Self-directed, patient, reliable, and capable of working both independently and as part of a team.
Preferred Qualifications:
• Experience as a legal secretary and/or an ABA-approved paralegal certification (or equivalent qualification).
• Notary Public certification (or willingness to obtain).
• Familiarity with legal terminology.
• Prior exposure to a legal environment or coursework in legal studies.
Mandatory Qualifications
• 1–2 years of office or administrative experience (legal experience a plus but not required).
• Experience in customer service, clerical, or document-management roles.
• Interest in litigation and learning court rules and procedures.
• Strong organizational skills and ability to manage multiple tasks.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Word, Outlook, and PDF editing software.
• Ability to maintain confidentiality and professional discretion.
• Positive attitude, team player, and proactive approach to assignments.
Compensation & Benefits
• Competitive entry-level salary with opportunity for bonuses
• Medical, etc. benefits package
• Retirement plan participation
• Paid time off and holidays
• Opportunities for mentorship, skills training, and advancement
How to Apply
Please send your resume and a brief cover letter with salary expectations.
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