Staff

Administrative Assistant Full-time Administrative Assistant sought by Rutan & Tucker, LLP, one of California’s largest full-service law firms. This position will be in our Palo Alto, California office. This position provides a crucial function to ensuring that administrative logistics for the office are maintained and organized. This is a full-time, on site, non-exempt position.

Position Summary

This position is responsible for operating a multi-line phone system, greeting visitors. Responsibilities will also include a broad range of administrative support tasks including: hospitality services, mail, supplies, opening and closing files, and record management. The role may evolve into  supplying secretarial and administrative assistance to attorneys. This is a highly collaborative team environment.

Responsibilities and Skills:

• Customer service experience, law firm environment preferred.
• Punctual and reliable in attendance.
• Excellent secretarial/administrative skills.
• Attention to detail.
• Demonstrate a positive attitude and be approachable.
• Excellent communication skills, both written and verbal.
• Receive and distribute mail and other messenger packages.
• Conduct inventory checks for supply levels. Submit requests for supply orders.
• General upkeep of breakroom and office including loading and emptying dishwasher.
• Strong computer proficiency in the use of MS Office (Word, Excel, PowerPoint, and Outlook). Document management and file management software application experience preferred.
• Demonstrate a high level of awareness of confidential information.
• Demonstrate professionalism through approaching others in a tactful manner, treating others with respect, and reacting well under pressure.
• Demonstrate dependability by following instructions, completing tasks on time, and working independently.

• Be willing and able to offer assistance to other colleagues when needed.
• Duties, responsibilities, and assignments may change to meet the needs of the Firm.

Work Environment:

This position will require five days in the office and the required hours for this position are 8:30 am – 5:00 pm.

Our Palo Alto office is situated in a vibrant area of Palo Alto, California, offering a variety of attractions and amenities within walking distance making it a dynamic and convenient location for both work and leisure. Some of the nearby attractions are: Stanford Shopping Center, Palo Alto Baylands Nature Preserve, Foothills Nature Preserve, Equinox luxury gym, Caltrain Station, various eateries, coffee shops, and banking services.

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

Education and Experience

• Bachelor’s Degree preferred

Administrative Assistant Salary Range:

• Annual Salary Range: $57,500 – $65,000 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, Administrative Assistant Applicant

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 full time, non- exempt position and does require a schedule of five days in the office.

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. 

Work Environment:

This is an office-based position and attendance of five days in the office.

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

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.

Litigation and Trial Secretary Salary Range:

• Annual Salary Range: $90,000 – $110,000 depending on experience

If you have the necessary qualifications, please contact Hannah Ackermann (hackermann@rutan.com), Human Resources Manager.

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