Job Description

Our client is a full-service, leading international law firm, known for their excellence in complex litigation, including high-stakes trials and cutting-edge legal disputes. They are seeking a Senior Litigation Legal Secretary to join their team in Palo Alto. Under the supervision of the Office Administrator, this role provides comprehensive administrative and document processing support to a group of attorneys and/or paralegals.

This is a full-time, non-exempt position offering excellent benefits, a hybrid schedule (3 days in office / 2 days remote), and a 37.5-hour work week.

Essential Duties and Responsibilities

• Provide confidential administrative and litigation support, including drafting, formatting, and finalizing pleadings, motions, discovery, and judicial forms.
• Prepare Tables of Contents and Authorities; generate trial binders, hearing notebooks, and deposition materials.
• File documents in state and federal courts, including e-filings, ensuring strict compliance with court rules and judges’ standing orders.
• Maintain attorney calendars, track deadlines, schedule depositions, hearings, and client/attorney meetings (including experts, videographers, and mediators).
• Coordinate travel, lodging, transportation, and meal arrangements; prepare expense reports and reconcile AMEX statements.
• Draft, edit, and disseminate correspondence, charts, presentations, spreadsheets, and other materials.
• Manage electronic and physical files using document management software (FileSite experience preferred).
• Input attorney time using the Firm’s time entry software and review/revise monthly proformas for billing.
• Communicate with clients, vendors, and opposing counsel professionally and tactfully.
• Provide high-level support during trial prep and on tight deadlines, including occasional overtime.
• Other projects as assigned by the Partner in Charge and Office Administrator.

Qualifications

• High School Diploma required; some college and/or PLS certification preferred.
• Minimum of three years of litigation support experience in a law firm . IP litigation background preferred but not required (training provided).
• Experience supporting trial-heavy practices.
• Strong knowledge of legal terminology, litigation procedures, and court rules.
• Demonstrated ability to draft, proofread, and edit pleadings, discovery, and trial documents.
• Advanced computer proficiency, including Microsoft Word, Outlook, Excel, PowerPoint; FileSite/iManage and Chrome River a plus.
• Skilled in state and federal court e-filing, calendar tracking, and trial preparation.
• Strong organizational skills, ability to prioritize competing deadlines, and high attention to detail.
• Effective oral and written communication skills; ability to interact with attorneys, staff, and clients with professionalism and diplomacy.
• Ability to work independently, anticipate needs, and handle confidential information with discretion.
• Must be able to lift up to 20 lbs (file boxes) and work at a computer for extended periods.

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