Job Details

Professional Search Group OC is partnering with a well-established law firm in Costa Mesa to identify a proactive and detail-oriented Legal Secretary / Legal Assistant. This individual will play a critical role in supporting attorneys, paralegals, and overall office operations. The ideal candidate is highly organized, service-oriented, and thrives in a fast-paced legal environment.

The Legal Secretary / Assistant will be responsible for managing court calendaring, preparing legal documents, maintaining filing systems, and ensuring smooth day-to-day administrative operations. This role requires strong attention to detail, confidentiality, and the ability to prioritize competing deadlines effectively.

Legal Secretary / Legal Assistant Responsibilities

• Accurately calendar and track court deadlines, hearings, and case milestones
• Prepare, format, and assemble legal document packets for court filings, client distribution, and attorney review
• Maintain and organize physical and electronic filing systems, including document management within Clio
• Prepare and update legal templates, pleadings, and court-related documents
• File, scan, copy, and retrieve pleadings, discovery, correspondence, and other legal records
• Assist attorneys and paralegals with document flow and file management
• Process incoming mail, scan and upload documents, and distribute materials to appropriate team members
• Perform data entry and maintain accurate case records
• Answer and direct incoming calls, ensuring professional client communication
• Monitor office supplies and coordinate orders as needed
• Maintain office organization and coordinate maintenance requests when necessary
• Ensure confidentiality and compliance with firm privacy protocols

Legal Secretary / Legal Assistant Qualifications

• 3+ years of court calendaring experience
• 3+ years of experience working in a law office or legal setting
• Knowledge of online court filing systems (preferred)
• Paralegal certification (desired, not required)
• Strong understanding of legal procedures and terminology
• Proficiency in Microsoft Office and Adobe Acrobat
• Exceptional organizational skills with the ability to multitask and meet deadlines
• Strong written and verbal communication skills
• High level of discretion and ability to handle sensitive information

Apply with Professional Search Group OC today!