Job Title: Legal Executive Administrative Assistant

Location: Emeryville, CA 94608

Salary/Payrate: $80K-$95K annually and AWESOME benefits!!!

Work Environment: Hybrid (2 of days WFH)

Term: Permanent / Fulltime

Bachelor’s degree required: PREFERRED

Referral Fee: AMS will pay $500 should the person you refer gets hired

Job Description

This position will be supporting the Managing Partner and Case Manager at our client.

Our client is seeking a highly organized and detail-oriented Executive Legal Secretary to provide comprehensive administrative support to their Managing Partner and Case Manager. Candidates must have experience in wage and hour cases, with a strong ability to follow case progress, anticipate needs, and catch critical details that require attention. Class Action experience is also ideal. You will play a pivotal role in the smooth operation of the legal team, ensuring that all tasks, documents, and deadlines are managed efficiently. You should be proactive, possess exceptional communication skills, and demonstrate a strong understanding of the legal process, particularly within class action litigation.

Key Responsibilities

• Calendar Management: Efficiently manage the calendars of Managing Partner and Case Manager, scheduling appointments, meetings, depositions, and other important events. Ensure that all deadlines, court dates, and meetings are tracked and communicated clearly to the appropriate parties.
• Case Monitoring: Maintain a deep understanding of ongoing cases, including class action wage and hour matters, and ensure that important milestones, dates, and documents are up-to-date and on track. Identify when case developments require immediate attention or review by the partner.
• Document Management: Organize, draft, and file correspondence, pleadings, motions, and other legal documents in accordance with firm protocols and deadlines. Ensure that all documents are properly formatted, edited, and filed both digitally and physically.
• Meeting and Conference Support: Attend meetings and calls with the Managing Partners, taking detailed notes and summarizing key points. Ensure action items are recorded and follow-up tasks are completed on time. Maintain confidentiality of sensitive information discussed during meetings.
• Client Interaction: Serve as a liaison between clients, opposing counsel, and other parties. Handle client inquiries with professionalism, providing timely and accurate information or directing queries to the appropriate team member.
• Research and Preparation: Assist with the preparation of materials for hearings, trials, and depositions. Conduct preliminary research for cases and summarize key findings as needed.
• Administrative Support: Provide administrative support as needed, including managing emails, preparing expense reports, coordinating travel arrangements, and performing other related duties to ensure the efficient functioning of the team.
  
  

Qualifications

• 5+ years of experience as a legal secretary, executive assistant, or in a similar administrative support role at a law firm, with wage and hour case experience.
• Strong understanding of legal terminology, court rules, and procedures, particularly within class action and wage and hour law.
• Highly organized, with the ability to manage multiple tasks, deadlines, and priorities simultaneously.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and legal software (e.g., Westlaw, PACER, or similar platforms).
• Excellent verbal and written communication skills.
• Strong attention to detail and ability to catch errors or inconsistencies in case files and documents.
• Ability to anticipate the needs of the Managing Partners and take proactive action when necessary.
• Professional and polished demeanor with the ability to interact with clients, colleagues, and external parties in a courteous and effective manner.
• Ability to work both independently and collaboratively in a fast-paced, high-pressure environment.