Legal Secretary (Litigation) - Palo Alto
755 Page Mill Rd A Palo Alto, CA 94304 US
Job Description
The Legal Secretary plays a key role in delivering top-tier administrative and client support, ensuring the production of accurate, high-volume legal documents. This position requires an understanding of the firm’s legal practices and client needs to foster strong attorney-client relationships.
Key Responsibilities:
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Drafts, edits, and reviews complex legal documents and correspondence for accuracy and completeness.
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Manages client and matter-related lists, schedules appointments, and maintains contacts using Outlook.
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Assists with time entry tasks, including input, edits, and finalization of time records.
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Opens new matters, drafts engagement letters, and processes conflicts using Intapp.
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Works closely with attorneys and accounting to handle billing in 3E: editing prebills, generating reports, and sending invoices.
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Coordinates meetings, conference calls, and travel arrangements.
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Prepares expense reports, processes payments, and handles check requests.
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Supports all phases of litigation, including trial preparation, document management, and court filings.
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Assists with depositions and helps prepare and organize materials for court proceedings.
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Provides direct support to clients and aids in managing attorney-client communications.
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Helps prepare responses to auditor requests and opinion letters in collaboration with paralegals.
About You
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High School Diploma required; Associate’s Degree preferred.
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At least 3 years of recent legal secretarial experience, preferably in a large firm.
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Strong background in litigation and experience with financial systems like 3E.
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Advanced proficiency in MS Office and familiarity with database/timekeeping software.
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Exceptional organizational skills and keen attention to detail.
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Excellent written and verbal communication skills.
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Strong interpersonal abilities and client service orientation.
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Team-oriented with a collaborative mindset and willingness to support colleagues.
The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.
Meet Your Recruiter
Dan James
Managing Director
After graduating with an Associates Degree in Business Administration from Westchester Community College Dan wasn't sure exactly what he wanted to do. In February 2013 he decided to put his knack for connecting people with one another to work when he joined The Phoenix Group. When he's not in the office you can find him skiing, golfing, or spending time with his family.