Legal Secretary Supervisor

Position Overview

Adams & Martin Group has partnered with a prestigious law firm in Los Angeles, CA, to find a skilled Legal Secretary Supervisor. This on-site position requires a dynamic individual to provide advanced administrative and litigation support while leading a team of secretaries in a fast-paced, deadline-driven environment. The ideal candidate will ensure smooth operations within the litigation practice by managing workflow, coordinating court filings, and maintaining complex schedules.

Responsibilities

Litigation Support

• Draft, edit, proofread, and format legal documents, pleadings, correspondence, and reports.
• Create shell pleadings and litigation templates.
• Manage cases from inception through resolution.
• Coordinate calendaring, scheduling, docketing, and court deadlines.
• Prepare and file documents in California state and federal courts, including electronic filings.
• Maintain case files and document management systems.
• Ensure compliance with court rules, filing requirements, and procedural deadlines.

Team Leadership & Coordination

• Coordinate workflow and assignments among legal secretaries and administrative support staff.
• Act as a resource and mentor for team members.
• Assist with onboarding and training new administrative personnel.
• Support process improvements that enhance efficiency and consistency within the litigation support team.
• Collaborate closely with attorneys, firm leadership, and administrative departments.

Meetings & Calendar Management

• Manage complex attorney calendars and scheduling priorities.
• Coordinate internal and external meetings, conference calls, and video conferences.
• Arrange meeting logistics, including conference rooms, catering, and material distribution.
• Monitor scheduling changes and keep attorneys informed of priority commitments.
• Serve as a liaison between attorneys, clients, court personnel, experts, and vendors.

Travel & Expense Administration

• Coordinate domestic and international travel arrangements, including air, ground transportation, and lodging.
• Prepare detailed travel itineraries and manage schedule changes.
• Monitor travel logistics and resolve issues proactively.
• Prepare and submit attorney expense reports accurately and timely.

Administrative Support

• Answer and route calls professionally and efficiently.
• Maintain confidential records and sensitive information with discretion.
• Perform attorney time entry and administrative reporting.
• Assist with special projects and provide coverage support as needed.
• Support firm initiatives and operational objectives.

Qualifications

Education

• High School Diploma required.
• Bachelor's degree or equivalent combination of education and experience preferred.

Experience

• Minimum of five years of litigation legal secretary experience.
• Prior experience serving in a lead, senior, or supervisory secretarial capacity preferred.
• Extensive experience supporting litigation matters in California state and federal courts.
• Strong understanding of court rules, procedures, and filing requirements.
• Demonstrated experience with electronic court filing systems.

Technical Skills

• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with legal practice management, timekeeping, and document management systems.
• Strong technology aptitude and ability to learn new systems quickly.

Preferred Competencies

• Leadership and team coordination skills.
• Strong knowledge of legal terminology and litigation procedures.
• Exceptional organization and attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple assignments in a deadline-drive

  All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.