Description

Greenberg Traurig, a global law firm, currently has an excellent employment opportunity in the Sacramento office for a skilled multi-function, intermediate level Legal Support Specialist to support attorneys across the Firm's three Northern California offices.

Position Summary

This mid-level or intermediate (three or more years of experience) Legal Support Specialist role provides high-level secretarial and administrative support to three or more attorney across the Firm's three northern California offices located in Sacramento, San Francisco, and Silicon Valley in differing practice groups.

The responsibilities will include assisting attorneys in preparing cases from inception through post-trial; supporting the document production and management process; collaborating with the Firm's docketing department to ensure all case events and deadlines are properly recorded; time entry and other administrative tasks; as well as other responsibilities necessary to effect superior client service.

The candidate should be flexible in their schedule to work overtime as needed, and this role is eligible for hybrid working schedule under the Core Office Day plan where all staff are expected to work in office on Tuesdays, Wednesdays, and Thursdays, with the option to work remotely on Mondays and Fridays, business needs permitting.

We will not be considering entry level candidates or candidates without legal experience and/or paralegal/secretarial education.

Duties & Responsibilities

• Handles scheduling and travel arrangements. Schedules court appearances, depositions, arbitrations, mediations, client meetings and conference calls; arranges business itineraries and coordinates lawyers' travel arrangements; processes travel reimbursement, maintains calendar and due dates for lawyers as required
• Organizes and coordinates flow of information. Sorts, reads and annotates incoming mail and documents as required - attaches appropriate file to facilitate necessary action; determines routing, signatures required, and maintains follow-ups. Answers phones and directs callers to appropriate persons as circumstances warrant
• Types and composes general correspondence, memos, legal documents, faxes, reports, etc. from various sources (e.g., handwritten notes, tape dictation). Prepares communications outlined by lawyer in oral or written directions. Responsible for accuracy and clarity of final copy. Correlates and edits materials submitted by others. Organizes material that may be presented to lawyers in draft format. Ensures that all correspondence or other documentation is dispatched in a timely manner (via mail, messenger, express delivery services, etc.)
• Prepares draft documents such as briefs, complaints, motions, subpoenas, summonses, using firm templates and information from attorneys. Prepares motion binders and special working binders
• Formats documents as appropriate for each court (consistent with litigator filing requirement instructions)
• Coordinates multi-document filings in Federal, Circuit and State courts, including E-filings
• Establishes and maintains filing and records, in both hard copy and electronic formats. Files information in a timely manner. Retrieves information from files as requested. Sends files to storage on a periodic basis
• Enters lawyers' time as needed and sends to accounting by month-end deadlines. Prepares client billing as required
• Researches and abstracts information and support data in preparation for meetings, work projects, and reports
• Takes action authorized by Lawyer or Business Director using initiative and good judgment in handling matters
• Notifies appropriate parties the status of assigned lawyers; notifies Business Director about availability to assist with overflow work
• Assists attorneys in in all stages of litigation cases from onset through post-trial
• Ascertains calendaring requirements for each matter and ensures proper maintenance of any required case calendars
• Oversees organization, maintenance and appropriate utilization of documents and other case-related materials, including maintenance of client-presentable and efficient work areas and case rooms
• Assists with the discovery process, including preparing for deposition, propounding and responding to written discovery and preparing for expert discovery
• Oversees and conducts document reviews; prepares documentation regarding criteria changes; tracks and reports on review progress and results
• Performs analytical tasks, including preparing witness interview memoranda, reviewing and summarizing documents and deposition and court transcripts and creating and using substantive coding tools
• Assists with law and motion practice, including assembling motion papers and exhibits, coordinating filings of pleadings and briefs and ensuring proper service
• Performs and oversees both simple and complex cite checking and proof reading of briefs and other legal documents
• Assists with trial preparation, including creating trial notebooks, identifying and organizing exhibits, coordinating witness schedules, maintaining trial calendars and communicating effectively with opposing counsel and courtroom staff
• Assists with printing, scanning, organizing exhibit binders, preparing UPS labels and certified letters
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Skills & Competencies

• Established understanding of litigation laws as they relate to individuals, partnerships and corporations
• Proficiency with rules for court document filings
• Comprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, appeals, table of contents/authorities, subpoenas, court dockets, reports, memos and correspondence
• Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs
• Strong attention to detail, organizational skills and ability to manage time effectively
• Excellent interpersonal skills, communication skills and the ability to collaborate well in a team
• Position also requires the ability to work under pressure to meet strict deadlines
• Requires manual dexterity to dial a telephone, enter data into a computer, handle objects and operate tools.
• Some filing is required and this would entail the ability to lift files, open filing cabinets and bend or stand as necessary
• While performing the duties of this job, the employee is occasionally required to walk from work station, to desk or to go to various offices to retrieve assignments. This position may also be sedentary and require the employee to sit for extended periods of time

Qualifications & Prior Experience

• Bachelor's Degree or equivalent experience preferred
• Minimum 3 years of experience as a legal secretary, working in a business law practice with exposure to litigation required. Experience in California litigation is required and must be demonstrated on application. Candidates with a wide array of experience in transactional law (e.g. Real Estate, Corporate) in addition to litigation background will receive priority consideration. Note, we will consider internship time and apply one year of experience towards the minimum should the candidate have a Bachelor's degree in hand
• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies, expertise in e-filing in California courts (state and federal) as well as a willingness to learn filing in other jurisdictions
• Exceptional computer skills with the ability to learn new software applications quickly

The expected hourly base salary range for this position is $38.46/hour - $46.15/hour based on a 37.50 hour work week. Actual pay will be adjusted based on experience and other job-related factors permitted by law. Regular, Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applications with arrest and conviction records.

Greenberg Traurig is an Equal Opportunity Employer and committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases.

In support of our unwavering dedication to putting diversity, equity, and inclusion into action, GT participates in the Mansfield Rule Certification Program. This Program, which is administered by The Diversity Lab, aims to increase diverse representation in the legal industry. In July 2020, we achieved Mansfield Rule 3.0 Certification. A year later, in 2021, we achieved Mansfield 4.0 Certification Plus, meaning we went beyond the requirements of the original Mansfield program. Most recently, in 2022, GT gained Mansfield Rule 5.0 Certification Plus - again achieving the highest level of certification a law firm can obtain. GT is currently participating in the Mansfield Rule 6.0 Certification Program. Providing your data during the application process helps us with achieving our goals and with meeting reporting/record-keeping obligations under federal and state law and other legal requirements. Providing your data is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be treated confidentially.