Staff

Rutan & Tucker, LLP, one of California’s largest full-service law firms, is seeking an experienced Corporate Secretary to join our team. Qualified candidates will have a minimum of five years of recent experience, preferably in corporate law within a law firm environment. This is a non-exempt position supporting four attorneys and requires a highly organized, detail-oriented professional with the ability to manage multiple priorities in a fast-paced setting.

Required Knowledge and Skills:

• Minimum 5 years’ experience as a legal secretary, preferably in corporate law within a law firm setting
• Experience supporting multiple partners and attorneys at a time
• Proficiency in Microsoft Office, Adobe Acrobat, and legal document management systems (e.g., iManage)
• Strong organizational, multitasking, and communication (verbal and written) skills

Preferred Skills and Experience:

• Understanding of client intake and conflicts
• Familiarity with document and practice management tools, including Emburse (formerly Chrome River), Draftable, and DocuSign
• Ability to quickly learn and adapt to new legal and administrative software systems

Duties and Responsibilities:

• Prepare and draft engagement letters, conflict waivers, and client intake documentation with a high degree of accuracy
• Manage client billing processes, including reviewing and editing pre-bills using internal billing systems
• Process and submit expense reimbursements in compliance with firm policies and procedures
• Maintain complex calendars, coordinating meetings, deadlines, and scheduling
• Coordinate attorney registrations for conferences, seminars, and other professional events
• Communicate with prospective clients during the intake process and assist existing clients with billing-related inquiries
• Perform comprehensive document processing, including redlining, formatting, and assembling signature-ready materials
• Create, organize, and manage PDF documents, including compiling fully executed agreements and bookmarked files
• Draft professional transmittal correspondence and other administrative communications
• Prepare and assemble closing books with strong attention to detail and organization
• Process audit requests efficiently and in a timely manner
• Provide backup administrative and secretarial support to corporate attorneys and team members as needed

Soft Skills

• Proactive and confident in seeking clarification, asking thoughtful questions, and ensuring a clear understanding of tasks and expectations
• Resourceful with strong critical thinking skills and the ability to exercise sound judgment in a variety of situations
• Demonstrates exceptional attention to detail with a strong commitment to accuracy, quality, and consistent follow-through

Work Environment:

This is primarily an office-based position. The current schedule will be four days in office and one day remote work.

Our headquarters at The Boardwalk in Irvine, CA offers state-of-the-art workplace design and technology, and is located in one of the greatest places in the world to live and work – just minutes from some of Southern California’s best beach communities and shopping and a short drive from both desert and local mountain resort communities.

We are an equal opportunity employer and are proud of commitment to inclusion in our workplace.

Corporate Secretary Salary Range:

• Annual Salary Range: $90,000 - $105,000 depending on experience

Application Process:

Interested candidates with the necessary qualifications should submit a one page resume and cover letter outlining their qualifications and relevant experience to Hannah Ackermann (hackermann@rutan.com), Human Resources Manager.

Subject line for submission should read: Rutan & Tucker, Corporate Secretary Applicant

Trial Paralegal Job Description

Trial Paralegal sought by Rutan & Tucker, LLP. One of California’s largest full-service law firms. Desired applicants will have a minimum of 5 years of complex litigation experience. This is a hybrid full-time, non-exempt position. This position supports attorneys in all phases of state and federal litigation, from case inception through trial and any appeal.

The ideal candidate will demonstrate strong technical proficiency, in-depth knowledge of California Civil Procedure, California Appellate Procedure, and Federal Civil Procedure, exceptional organizational skills, and the ability to manage high-stakes matters with precision and accountability.

This role requires a detail-oriented, highly responsible professional who thrives in a fast-paced environment and can independently manage multiple deadlines while maintaining accuracy, procedural compliance, and confidentiality.

Key Responsibilities

Case Management & Pre-Trial Support

• Manage litigation matters from inception through trial and post-trial proceedings.
• Draft, prepare, cite-check and otherwise assist with pleadings, discovery requests and responses, subpoenas, and correspondence.
• Track and calculate deadlines under the California Code of Civil Procedure, California Rules of Court, Federal Rules of Civil Procedure, and local court rules.
• Maintain and monitor case calendars and ensure strict compliance with court-imposed deadlines and scheduling orders.
• Coordinate and manage written discovery, document productions, and deposition preparation.
• Prepare deposition notices and subpoenas (California and out-of-state) in compliance with procedural rules.

Trial Preparation & Support

• Prepare trial binders, exhibit lists, witness lists, jury instructions and other pre-trial documents.
• Coordinate filing and service of trial documents in state and federal courts.
• Manage trial logistics, including courtroom technology, exhibit tracking, and trial presentation systems.
• Provide in-court trial support, including exhibit management, document retrieval, and witness coordination.
• Assist with post-trial motions and related filings.

Appellate Support

• Assist in preparing and filing notices of appeal and cross-appeal.
• Manage appellate deadlines and briefing schedules in California Courts of Appeal and federal appellate courts.
• Coordinate preparation and assembly of appellate appendixes.
• Coordinate electronic filing of appellate briefs and motions in compliance with court-specific rules.

Technical & E-Discovery Support

• Utilize litigation support and e-discovery platforms (e.g., Relativity, CS Disco or similar).
• Conduct and manage document review and large-scale productions.
• Use trial presentation software (e.g., TrialDirector, OnCue, or similar).

Legal Research & Procedural Knowledge

• Demonstrate strong working knowledge of:
  • California Code of Civil Procedure
  • California Rules of Court (including appellate rules)
  • Federal Rules of Civil Procedure
  • Federal Rules of Appellate Procedure
  • Local rules for California state and federal courts
• Perform procedural research and assist with compliance analysis.

Qualifications

• Minimum 5 years of complex litigation experience, including trial support; appellate experience strongly preferred.
• Demonstrated experience in California state and federal court practice, including appellate filings.
• Paralegal certificate from an ABA-approved program or equivalent experience preferred.
• Bachelor’s degree preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and document management systems,
• Strong technical aptitude and ability to quickly learn new litigation technologies.

Core Competencies

• Detail-Oriented: Meticulous attention to formatting, procedural requirements, citation accuracy, and deadlines.
• Highly Responsible: Takes ownership of assigned matters and proactively ensures procedural compliance.
• Deadline-Driven: Skilled at managing multiple, overlapping trial and appellate schedules.
• Technically Proficient: Comfortable working with litigation databases, e-filing systems, and presentation software.
• Analytical & Precise: Understands litigation and appellate strategy and anticipates procedural needs.

Professional & Discreet: Maintains confidentiality and exercises sound judgment.

Work Environment:

This position is located in our Irvine, California office. This a hybrid position. Our headquarters at The Boardwalk in Irvine, CA offers state-of-the-art workplace design and technology, and is located in one of the greatest places in the world to live and work – just minutes from some of Southern California’s best beach communities and shopping and a short drive from both desert and local mountain resort communities.

We are an equal opportunity employer and are proud of our commitment to inclusion in our workplace.

Trial Paralegal Salary Range:

Annual Salary Range: $100,000 – $130,000 depending on experience.

Application Process:

Interested candidates with the necessary qualifications should submit a one page resume and cover letter outlining their qualifications and relevant experience to Hannah Ackermann (hackermann@rutan.com), Human Resources Manager.

Subject line for submission should read: Rutan & Tucker, Trial Paralegal Applicant