Legal Secretary

Rutan & Tucker LLP is looking for an experienced Litigation Secretary for our Palo Alto office.  For more information about the firm, please visit us at our website at www.rutan.com.

Position Summary

This position will provide secretarial and administrative assistance to attorneys working in a highly collaborative team environment.

Primary Job Duties and Skills Required:

  • Excellent secretarial/administrative skills.
  • Ability to competently draft pleadings, motions, discovery, memoranda, correspondence, and other documents.
  • Ability to accurately file court documents both electronically and in document form in compliance with all local rules or judge specific requirements.
  • Strong computer proficiency in the use of MS Office (Word, Excel, PowerPoint, and Outlook), e-Filing, and database software.
  • Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling, and punctuation.
  • Attention to detail.
  • Attention to and follow up on client deadlines and calendar schedule.
  • Ability to coordinate and schedule meetings and depositions, etc.
  • Understand and accurately manage audit requests.
  • Anticipate needs of attorneys in order to promote efficiencies (i.e., draft correspondence and prepare shell pleadings and discovery documents in advance).
  • Demonstrate good judgment and organizational skills to receive, record, and disseminate all information on behalf of the clients and assigned attorneys.
  • Ability to handle multiple assignments and/or deadlines while maintaining a professional demeanor and timely seek assistance when needed.
  • Prepare expense reports.
  • Edit and finalize client bills while demonstrating attention to detail and adhering to specific clients’ billing procedures.
  • Run conflict checks and open new matters
  • Exhibit knowledge of litigation process.
  • Be flexible and offer assistance to other colleagues when needed.
  • Demonstrate dependability by following instructions, completing tasks on time, and working independently.  
  • Demonstrate professionalism through approaching others in a tactful manner, treating others with respect, and reacting well under pressure.
  • Demonstrate a positive attitude and be approachable.
  • Effectively communicate with clients and vendors.
  • Demonstrate a high level of awareness of confidential information.

Other Duties

Please note this description is not designed to cover or contain a comprehensive listing of duties or responsibilities that are required of the employee for this position. Duties, responsibilities, and assignments may change at any time with or without notice at the discretion of the firm.

Education and Experience

  • Bachelor’s Degree preferred
  • 3 plus years of law firm experience as a litigation secretary.

Equal Employment Opportunity

Rutan & Tucker LLP is an equal opportunity employer and we do not discriminate on the basis of race, color, religion, sex, sexual orientation, national or ethnic origin, ancestry, citizenship, age, marital status, mental or physical disability, veteran status, gender identity and/or expression, or any other characteristic prohibited by law.

Trial Paralegal

Job Posting:

Rutan & Tucker, LLP has an employment opportunity available for a Paralegal in the Litigation and Trial Department in the Irvine office.

Job Requirements:
Applicants must have a minimum of 4-6 years California and Federal litigation experience including all phases of discovery, filings, trials and appeals.  Excellent oral and written communications skills required as well as  proficiency with Office 365 (Word, Excel, Power Point), Adobe Acrobat, CS Disco, Everlaw, Lexis, Westlaw, and iManage.  Paralegal Certificate from an ABA approved program, Bachelor’s Degree and prior law firm experience are also required.

  • General litigation
  • Trial preparation and Trial
  • Subpoenas (in-state, out-of-state, and out-of-country)
  • Discovery
  • Basic Motions
  • Appeals (state and federal)
  • Trademarks (Opposition filings, settlement agreements, management of active trademark filings and status)

Job description:
Assist litigation and trial attorneys with research, preparation of documents, and all phases of litigation including trials and appeals.

Send resume with salary requirement to: kparsons@rutan.com

Hospitality Clerk

Hospitality Clerk sought by Rutan & Tucker, LLP, one of California’s largest full-service law firms. Desired applicants will have a minimum of 1-2 years of hospitality related experience, however this is not required. This is an in-office position and does require five days in the office.

Qualified applicant will be computer intuitive demonstrating technical skills utilizing Zoom, and Microsoft Outlook. The ideal candidate will be motivated, detail-orientated, displays initiative, strong work ethic, excellent interpersonal skills, and the ability to work well with a team.

Successful applicants will be responsible for:

  • Cleaning and replenishing all office conference rooms with refreshments (soda and water) before and after meetings.
  • Cleaning and replenishing all kitchen pantries with plates, napkins, utensils, paper towels, coffee beans, tea, cold drink cups, and condiments.
  • Refilling all refrigerators with tea and milk products (almond milk, oat milk and regular milk).
  • Maintaining and cleaning office coffee machines daily.
  • Supporting and substituting reception when needed.
  • Assembling Zoom meetings in reserved conference rooms for meetings, depositions, etc.
  • Restocking printer stations and secretarial bays with printer paper.
  • Placing orders for lunch meetings as needed.
  • Additional tasks and duties may be required.

We are an equal opportunity employer and are proud of the diversity of our workforce.

Our brand new 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.

Hospitality Clerk Salary Range:

Annual Salary Range: $50,000  – $55,000 depending on experience

If you have the necessary qualifications, please contact Kaitlyn Parsons (kparsons@rutan.com), Human Resources Specialist.

Rutan & Tucker, LLP is an equal opportunity employer.

Litigation and Trial Secretary

Litigation and Trial secretary sought by Rutan & Tucker, LLP, one of California’s largest full-service law firms. Desired applicants should have a minimum of 4 years of recent Federal and California litigation experience, in a law firm setting.  This position will provide administrative support for five attorneys. This is a hybrid position and does require a minimum of four days in the office, this schedule is subject to change.

Qualified applicants will be computer intuitive demonstrating excellent technical skills utilizing advanced Microsoft Office features including Excel and document management software applications, iManage preferred.  The ideal candidate will be motivated and detail oriented with a strong work ethic, excellent interpersonal skills and the ability to work effectively in a high pressure environment.

Successful applicants must have strong experience with document preparation and e-filing in state, federal and appellate courts; will exercise excellent judgment and decision making skills, strong administrative skills (i.e. calendar management, travel arrangements, client billing) and the ability to independently manage multiple projects and daily workflow in a fast paced environment. 

We are an equal opportunity employer and are proud of the diversity of our workforce.

Our brand new 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.

Litigation and Trial Secretary Salary Range:

  • Annual Salary Range: $90,000 – $95,000 depending on experience

If you have the necessary qualifications, please contact Kaitlyn Parsons (kparsons@rutan.com), Human Resources Supervisor.

Rutan & Tucker, LLP is an equal opportunity employer.