Legal Support Specialist - Litigation

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.

Join our Litigation Team as a Legal Support Specialist located in our Los Angeles office.

We are seeking a highly skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. If you are someone who demonstrate initiatives, adaptability, and innovation, we invite you to join our team.

This role will be based in our Los Angeles office, on an in-office basis. Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building.

Position Summary:

This position provides high-level secretarial and administrative support to three or more attorneys. Assist attorneys in preparing litigation cases from onset through post-trial; Document production and management, data mining, research; obtaining and organizing case files on a daily basis; preparing, organizing and maintaining deposition materials and summaries; assisting with trial and mediation preparations; may enter time; assist with document production including creation and editing of various legal forms, correspondence and documents. Candidate should also be flexible to work overtime as needed.

Key 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

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. Files information in a timely manner. Retrieves information from files as requested. Sends files to storage on a periodic basis

Enters lawyers’ time as needed 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 or Business Director using initiative and good judgment in handling matters

Notifies appropriate parties the status of assigned lawyers; notifies Business Director 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

Assists with the discovery process, including preparing for deposition, propounding and responding to written discovery and preparing for expert discovery

Oversees and conducts document reviews; prepares documentation regarding criteria changes; tracks and reports on review progress and results

Performs analytical tasks, including preparing witness interview memoranda, reviewing and summarizing documents and deposition and court transcripts and creating and using substantive coding tools

Assists with law and motion practice, including assembling motion papers and exhibits, coordinating filings of pleadings and briefs and ensuring proper service

Performs and oversees both simple and complex cite checking and proof reading of briefs and other legal documents

Assists with trial preparation, including creating trial notebooks, identifying and organizing exhibits, coordinating witness schedules, maintaining trial calendars and communicating effectively with opposing counsel and courtroom staff

Assists with printing, scanning, organizing exhibit binders, preparing UPS labels and certified letters

Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Qualifications:

Skills & Competencies

Established understanding of litigation laws as they relate to individuals, partnerships and corporations

Proficiency with 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

Position also requires the ability to work under pressure to meet strict deadlines

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

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

Education & Prior Experience

Bachelor’s Degree or equivalent experience preferred

Minimum 10 years of experience as a legal secretary, working in a business law practice in the firm's Litigation department

Experience with iManage preferred

Technology

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

Exceptional computer skills with the ability to learn new software applications quickly

Understanding of AI capabilities, limitations, and responsible use in a professional environment.

Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.

Physical Requirements:

While perf