Litigation Legal Secretary (Legal Support Specialist)

Greenberg Traurig, a global law firm, currently has an excellent full time employment opportunity in the Litigation Department of our Phoenix, Arizona office. We offer competitive compensation and an excellent benefits package.  

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.  

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 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.

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.

• Bachelor’s Degree or equivalent experience preferred.

• 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.

Greenberg Traurig is 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.

Exemplifying our commitment to promoting inclusion and equity across our platform, the firm participates in the Mansfield Rule Certification Program (Mansfield). Mansfield, which is facilitated by The Diversity Lab, focuses on equal opportunity, fairness, and inclusivity. The Mansfield requirements are anchored in the consideration of expanded talent pools considered for select positions and open roles within the law firm and the implementation of and access to transparent processes. Utilizing the Mansfield framework, the firm’s progress and outcomes are measured and documented through Mansfield Certification Plus Metrics. In 2023, GT achieved Mansfield 6.0 Certification Plus. We are excited about our ongoing participation in Mansfield given the program’s alignment with the firm’s commitment to opportunities for advancement that are inclusive for everyone. 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.