Executive Assistant/Litigation Legal Assistant

We seek a highly skilled, proactive, and experienced Executive Assistant / Litigation Legal Assistant to support the Managing Partner of our Orange County office. This role is ideal for someone who thrives in a fast-paced legal environment, can anticipate needs, and is comfortable taking initiative—even when the executive may not be accustomed to delegating. The successful candidate will balance executive administrative support with substantive legal assistant duties, enabling the Managing Partner to focus on business development, client work, and office growth.

Key Responsibilities
Executive & Administrative Support
•    Proactively manage complex calendars, schedule meetings, and coordinate travel.
•    Prepare agendas, take/distribute meeting minutes, and follow up on action items.
•    Draft, proofread, and send correspondence (including client/prospect letters).
•    Respond to emails and manage incoming calls on behalf of the Managing Partner.
•    Maintain confidential client files and records with discretion.
•    Analyze and recommend improvements to office processes and workflow.
•    Represent the Managing Partner in internal meetings as needed.
•    Identify and suggest tasks that can be delegated; assertively follow up to ensure effective delegation.

Legal Assistant / Litigation Support
•    Prepare, format, proofread, and finalize legal documents and correspondence.
•    E-file documents with federal, state, and local courts; ensure compliance with court rules and deadlines.
•    Process and track service of process, subpoenas, and legal documents.
•    Manage attorney calendars for court appearances, depositions, client meetings, and deadlines.
•    Coordinate and schedule depositions, mediations, arbitrations, and hearings.
•    Monitor court dockets and track case status.
•    Maintain and organize case files (electronic and physical); open/close files per firm procedures.
•    Handle client intake and maintain contact information (non-substantive communications).
•    Communicate with court personnel, opposing counsel, court reporters, and vendors.
•    Accurately record all time worked (billable and non-billable) in the firm’s timekeeping system.

Client Relations & Business Support
•    Serve as the first point of contact for active clients, resolving issues promptly and professionally.
•    Assist with client invoicing, payment resolution, and basic financial tasks.
•    Attend and occasionally host networking events on behalf of the Managing Partner.
•    Support business development initiatives and track follow-ups with prospects.

•    5 years of direct experience as an executive assistant supporting C-suite leaders at a law firm or professional services environment.
•    Demonstrated ability to support senior executives and manage complex, confidential matters.
•    2 years of experience as a legal assistant, preferably in litigation.
•    Strong knowledge of court rules, procedures, and litigation processes.
•    Experience with federal and state court procedures, discovery, depositions, and trial preparation.
•    Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with legal practice management and e-filing platforms.
•    Excellent written and verbal communication skills; diplomatic, professional, and assertive.
•    Outstanding organizational, prioritization, and multitasking skills; able to work with a sense of urgency.
•    High level of discretion, professionalism, and ability to maintain confidentiality.
•    Comprehensive understanding of business operations and finance.
•    Ability to work independently and collaboratively as part of a team.
•    Flexible to work occasional evenings or outside regular business hours as needed.
•    Bachelor’s degree preferred; Associate degree or equivalent experience required.

Physical Requirements & Work Environment
•    Primarily sedentary office work with occasional standing, walking, and lifting up to 15 pounds.
•    Extended periods of computer use and detailed document review.
•    Occasional overtime during trial preparation or time-sensitive matters.
•    Occasional travel to courts, depositions, or client offices.

Salary : $40 - $55