Legal Secretary

LEGAL SECRETARY – SACRAMENTO

THE FIRM

Weintraub Tobin is an innovative provider of sophisticated legal services to dynamic businesses and business owners, individuals, emerging companies, and nonprofits. From locations in Sacramento, San Francisco, Los Angeles, Orange County, and San Diego, more than 80 attorneys assist clients throughout California with business and litigation needs, including corporate law, finance and tax law, labor and employment, real estate, intellectual property, entertainment, and digital media. We maintain our leadership position by creating a value-added, trust-based relationship with our clients, supporting our local communities, and developing deep subject-matter expertise. We offer a supportive and collegial environment where individual contributions are recognized and celebrated, and hard work is balanced with personal fulfillment and responsibilities. 

THE OPPORTUNITY

Weintraub Tobin is seeking a full-time (40 hours per week), experienced Legal Secretary to join the Construction Practice Group in our Sacramento office. This role combines litigation secretarial support with transactional responsibilities related to construction contracts and revisions. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced legal environment while delivering exceptional client service.

RESPONSIBILITIES

• Maintain attorney calendars by scheduling court appearances, hearings, depositions, mediations, arbitrations, client meetings, conferences, travel, and other appointments while monitoring critical deadlines and filing requirements
• Prepare, revise, proofread, format, and finalize a wide range of legal documents, including litigation pleadings, motions, discovery, briefs, correspondence, and construction-related transactional documents such as contracts, subcontracts, amendments, and change orders, with a high degree of accuracy
• Coordinate case preparation and ensure high-priority assignments are completed in a timely manner
• Prepare documents for state and federal court filings, discovery, arbitration, mediation, and hearings, including electronic filings
• Schedule couriers, court reporters, expert witnesses, and other litigation support services
• Coordinate the preparation of charts, graphs, exhibits, and other courtroom or presentation materials
• Complete and submit conflict check forms, new matter requests, and other matter opening documentation
• Maintain all client matter files and documents within iManage
• Represent attorneys by communicating and obtaining information, following up on delegated assignments, and exercising sound judgment regarding matters requiring attorney attention
• Coordinate communications with clients, courts, opposing counsel, vendors, experts, consultants, court reporters, and outside service providers
• Maintain professional relationships with clients while preserving the confidentiality of attorney-client communications
• Prepare expense reports, enter attorney time, and review and edit pre-bills
• Answer and screen telephone calls
• Send, receive, and manage attorney email and facsimile communications, as needed
• Read, sort, and distribute incoming mail; prepare and process outgoing mail in accordance with office procedures, coordinating special delivery services when necessary
• Photocopy, scan, assemble, and distribute documents and binders as required
• Collaborate with attorneys, paralegals, and administrative staff to ensure timely completion of projects and provide cross-coverage as needed
• Perform other administrative and legal support duties as assigned, including providing assistance to other legal secretaries as needed

 SKILLS AND ABILITIES

• 5+ of legal secretary experience supporting litigation attorneys, preferably within a construction, commercial litigation, or business litigation practice
• Experience supporting attorneys with construction contracts and/or commercial agreements
• Knowledge of federal and state court filing procedures, including e-filing requirements
• Familiarity with AAA, JAMS, and other arbitration and mediation filing requirements
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint)
• Typing speed of at least 50 WPM
• Solid drafting, proofreading, and formatting skills for complex legal documents 
• Experience with document management systems, time entry, billing, and litigation support software
• Superior attention to detail and a high degree of accuracy
• Strong analytical, organizational, and problem-solving skills
• Strong written and verbal communication skills with a client-focused demeanor
• Ability to manage multiple priorities, work effectively under pressure, and consistently meet deadlines
• Self-motivated with ability to work independently and collaboratively as part of a team
• Reliable attendance, flexibility, and the ability to thrive in a fast-paced environment

EQUAL EMPLOYMENT OPPORTUNITY

The Firm is an equal opportunity employer. It is Firm policy to provide equal opportunities to all qualified individuals regardless of race, color, creed, religion, national origin, sex, age, physical or mental disability, medical condition, marital status, sexual orientation, sexual identity, genetics, veteran status, or any other class protected under federal, state, or local law. This policy applies to all terms and conditions of employment. It is the intent of the Firm to comply with all applicable federal and state laws with respect to fair employment practices. The Firm will provide reasonable accommodation to qualified applicants and employees with a known disability or medical condition or for an employee’s religious beliefs provided the accommodation does not cause undue hardship to the Firm. Any applicant or employee with a qualifying disability or medical condition, or a religious practice, that requires an accommodation in order for the employee to perform the essential function of his or her job, should contact Human Resources to discuss it further so the Firm can determine if a reasonable accommodation exists and can be provided.

Salary range: $82,000-$95,000 (based upon years of experience)