Litigation Legal Secretary (Legal Support Specialist) - PHX

Greenberg Traurig (GT) a global law firm with locations across the world in 15 countries has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package along with the opportunity to work within an innovative and collaborative environment.

Join our Litigation Team as a Legal Support Specialist (formerly Legal Secretary) located in our Phoenix office.

This role will be based in our Phoenix office on a hybrid basis. Regular in-office presence is required for day-to-day operations as well as for team meetings training opportunities and relationship building. This role reports to the business director

Position Summary

This position provides high-level secretarial and administrative support to four or more attorneys. Assists attorneys in preparing litigation cases from onset through post trial; obtaining and organizing case files on a daily basis; preparing organizing and maintaining deposition materials and summaries; assisting with trial and mediation preparations; assists with document production including creation and editing of various legal forms correspondence and documents. Candidate should also be flexible to work overtime as needed.

Key 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 as necessary.

• 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 as required. Files information in a timely manner. Retrieves information from files as requested.

• Enters lawyers time on a daily basis 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 Business Director or HR Manager using initiative and good judgment in handling matters.

• Notifies appropriate parties the status of assigned lawyers; notifies HR Manager 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.

Qualifications

Skills & Competencies

• Established understanding of litigation laws as they relate to individuals partnerships and corporations.

• Familiarity with Federal Rules of Civil Procedure 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.

• 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.

• 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.

• Position also requires the ability to work under pressure to meet strict deadlines.

Qualifications & Prior Experience

• Requires 5 or more years of experience as a legal secretary working in a business law practice with exposure to litigation.

• Bachelors Degree or equivalent experience preferred.

• Expertise in e-filing.

Technology

• Computer proficiency in Microsoft Office Suite applications including Word PowerPoint Excel and Outlook as well as document management and other office technologies.

GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individuals race sex or other protected characteristics and to the principles of non-discrimination on any protected basis.