Legal Secretary in Beverly Hills, California at Blackstone Law

Responsibilities:

Calendaring and Deadline Management

• Manage or oversee all litigation and arbitration deadlines using the firm’s calendaring systems (DocketCalendar, Outlook).
• Review incoming emails, court notices, and documents to calendar all applicable dates accurately.
• Ensure reminders and follow-up tasks are assigned to attorneys and support staff.
• Coordinate hearing dates, mediations, depositions, and other case events with all parties.
• Maintain and update the docketing system in real time or work with the firm calendaring clerks.

Filing and Service of Documents

• Prepare, format, proof, and file legal documents in federal, state, and administrative courts.
• E-file through court portals and ensure filings meet all technical and procedural requirements.
• Serve documents on opposing counsel via approved service methods and maintain proof of service.
• Track all filings and ensure documents are stored correctly in the case management system.

Case Management Support

• Maintain organized digital case files, ensuring accuracy and consistency across folders and naming conventions.
• Assist attorneys with preparation of discovery responses, exhibits, witness files, and mediation binders.
• Monitor case progress and proactively flag upcoming deadlines or issues.
• Coordinate with internal teams including legal assistants and paralegals to ensure workflow efficiency.

Client Communication

• Serve as a point of contact for client check-ins, scheduling, and updates.
• Draft and send correspondence to clients, opposing counsel, and third parties as needed.
• Assist clients in preparing documents or gathering information requested by attorneys.
• Maintain professionalism and empathy in all communications, ensuring clients feel supported and informed.

Administrative and Operational Support

• Schedule meetings, manage attorney calendars, and coordinate travel as needed.
• Assist with billing tasks, expense tracking, and time entries as required.
• Support onboarding of new cases following attorney review and direction.
• Help maintain firmwide systems, SOPs, and process improvements.

Requirements:

• 3–5+ years of experience in litigation support, with a strong preference for employment law experience
• Solid understanding of California and federal court rules and employment law procedures
• Excellent drafting skills, particularly in preparing legal motions and discovery in employment cases
• Highly organized, detail-oriented, and able to manage multiple deadlines
• Proficient in legal practice management software (e.g., Filevine, Clio) and Microsoft Office Suite