Litigation Assistant - Los Angeles

The Assistant provides administrative support for members, associates, legal assistants and other designated firm personnel. This role will work closely with assigned teams managing the day-to-day activities within the Litigation practice. Collaboration with team members is an important component of any role refore, the firm requires working from the office approximately 80% of the time in accordance with the firm’s published guidelines.

• Prepare correspondence, memoranda and other documents in an accurate and timely manner.
• Manage and/or maintain calendar by scheduling appointments, coordinating meetings, conferences and travel arrangements.
• Process monthly billing (input draft edits, review billing guidelines if applicable, finalize bills, email and mail client invoices) by working closely with assigned billing specialist.
• Drive the timely recording of attorney billable hours worked according to the firm’s Time Entry Policy; become an expert on the policy and stay current with any changes.
• Keep current with expense reporting and process check requests.
• Work with Attorney Development to assist attorneys in monitoring and reporting CLE credits.
• Initiate conflict process, draft engagement letters, submit intake documentation for processing, follow up as necessary for signatures and retainers, save executed engagement letter to Document Management System (“DMS”).
• Responsible for ensuring all client DMS work spaces are properly organized, and that all versions and document preparations are done in our DMS to preserve version control and integrity of client record per the Firm’s Information Governance Policy.
• Provide attorney guidance on Outlook folders / DMS Links and monitor to ensure client email filing conforms to Retention policy.
• Implement process to close client matters on a timely basis.
• Assist attorneys in maintenance and/or disposition of records while adhering to firm Records Policy.
• Provide quality client service by communicating professionally with internal and external client inquiries, answering phones and greeting clients.
• Work collaboratively with assigned team and section colleagues.
• Proactively participate in training opportunities to advance skill levels and efficiency in firm software.
• Retrieve, review, and save pleadings, court documents, discovery, etc. to DMS in appropriate client workspace.
• Monitor litigation deadlines and assist attorneys in drafting motions, responses, and other legal pleadings under the attorney’s direction.
• Conduct research on cases, rules, statutes, etc., as requested by attorneys, including contact with court personnel as needed to ensure all documents are prepared according to specific court and judge’s rules.
• Format, finalize, file, and serve all court documents in a timely manner while adhering to all court rules.
• Assist in the preparation and organization of documents, exhibits, etc. for state and federal filings, hearings, depositions, and trial.
• Prepare notices of deposition, subpoenas, and written discovery responses, including requests for production of documents, requests for admission, and interrogatories; serve on all parties; and arrange for service of process and court reporters.
• Work with E-Data Consulting Group, bates-number document production, and service on all parties.
• Assume additional responsibilities as requested.
• Log and update all daily tasks, and activities accurately in MyDay by each end of day.

• High School diploma and relevant work experience required.
• 5+ year’s secretarial or administrative experience, preferably in litigation.
• Excellent computer skills, including proficiency in using Microsoft Word, Outlook, Excel and PowerPoint. Ability to quickly learn and master new applications and software is critical.
• Knowledge of legal terminology, civil procedures and discovery is required.
• Knowledge of CA Court system is required.
• Knowledge of filing documents with courts and other agencies.
• Possess excellent written and verbal communication skills.
• Strong organizational and administrative skills.
• Excellent attention to detail and ability to execute through to completion.
• Creative problem-solving skills, reasoning ability and…