Assistant Jobs in Carlsbad, CA

The Litigation Legal Secretary provides legal and administrative support to multiple attorneys in a fast-paced environment. This highly responsible role requires independence, proactivity, confidentiality, and professionalism. The ideal candidate delivers high-quality work and outstanding service to the Firm and its clients, with strong organizational, time management, and communication skills, and the ability to adapt to changing priorities. REQUIRED duties and experience: Document production and file management Extensive experience with e-filing in administrative, state, and federal courts Draft, proofread and edit correspondence Client interaction/communication with clients, courts, and attorneys Knowledge of court rules and civil procedures in State and Federal jurisdictions Legal calendaring via Juralaw and other electronic court rule programs Management of multiple calendars, appointments, and travel arrangements Preparation of travel/expense reimbursements QUALIFICATIONS: High school diploma or GED; Associates/ Bachelor's degree preferred In-depth knowledge of Microsoft Office Suite, Coyote timekeeping, and DMS (iManage) or similar software 3+ years of experience as a litigation secretary working with multiple attorneys; transactional law and administrative hearing knowledge is a plus All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Accounting and Administrative Support Specialist Salary Range: $55k-75k/year DOQ Background Hoch Consulting is currently seeking a motivated and detail-oriented full-time Accounting and Administrative Support Specialist to join our team. This position will provide support in both administrative and accounting capacities to various internal stakeholders. In the accounting support capacity, key duties include assisting with financial record keeping, supporting client and staff expense tracking and invoicing, preparing reports, supporting audits, and contributing to various accounting and recordkeeping tasks as assigned. In the administrative support capacity, the role involves coordinating meetings and appointments, handling routine correspondence, updating and maintaining documents and file systems, and providing general office support. The successful candidate must be self-motivated, possessing excellent analytical skills and the ability to work independently and as part of a team. Typical Duties and Responsibilities The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this position. Accounting Support AR/AP Support Support the tracking and monitoring of subcontractor expenses and client invoices. Support Project Managers and other personnel in the collection and organization of data related to invoicing including timesheets, mileage logs, and expense receipts. Create client invoice drafts for manager review and disseminate invoices to clients where directed. Receive and process check and ACH payments. Assist with maintaining both front and back-end accounting software including, but not limited to, QuickBooks and budget reconciliation spreadsheets. Serve as the point of contact for accounting related inquires. Recordkeeping and Documentation Maintain organized and accurate records and documentation of financial activities. Ensure data integrity and accuracy in all financial records and transactions. Assist in the filing and retrieval of financial documents. Audit Support Provide support during internal and external audits. Assist in the collection and preparation of audit materials and documentation. Additional Accounting Support Prepare and generate monthly and quarterly financial reports for management review. Track employee expenses and assigned budgets. Assist in maintaining financial document organization in Teams and SharePoint. Assist in the ongoing maintenance in improvements of our accounting practices and standards. Administrative Support Coordinating Meetings and Appointments: Schedule and organize meetings, appointments, and conferences. Prepare meeting agendas and distribute relevant documents in advance. Maintain and manage the team's calendar to avoid scheduling conflicts. Handling Routine Correspondence: Draft and send emails, memos, and letters on behalf of management. Respond to general inquiries and direct them to the appropriate stakeholders. Organize and prioritize incoming mail and correspondence. Maintain a record of all correspondence for future reference. Updating and Maintaining Documents and File Systems: Create, update, and organize both digital and physical files. Ensure documents are easily accessible and properly categorized. Perform data entry and maintain databases. Maintain confidentiality and security of sensitive information. Providing General Office Support: Assist with office supply management and procurement. Handle administrative tasks such as photocopying, scanning, and printing. Coordinate with other departments to ensure smooth office operations. Assist with travel arrangements, including booking flights, accommodations, and transportation. Support event planning and organization, ensuring all logistics are effectively managed. Qualifications Currently pursuing or completed a bachelor's degree in Accounting, Finance or similar field. Experience with standard accounting systems and practices. Excellent communication and interpersonal skills. Strong organizational skills and attention to detail. Previous experience in a professional office environment desirable but not required. Benefits Full Time Starting Benefits include: 14 paid vacation days, 13 paid sick days, up to 12 paid holidays, paid parental, bereavement, jury duty, and giveback (volunteer) leave, Health (medical, dental, and vision) Insurance, a wellness stipend, retirement plan with up to 4% salary match, life, accidental death and dismemberment, and long-term disability insurance, employee assistance program, climate change mitigation incentives, vehicle reimbursement, and company cell phone. Additional enhanced benefits are available based on role. Application Procedure Even at an engineering firm, communication is critical to our job. As part of your application, we request that you provide a cover letter discussing your unique skills and experiences that make you a strong candidate for Hoch Consulting. Include any relevant projects or roles you've undertaken and explain your interest in working with our team. Please ensure that any confidential information is redacted. Interested applicants should send a resume, cover letter, and references to ****************************. No agencies or calls please.

Western Mutual has been providing excellent customer service to homeowners throughout the Southwestern United States for over 80 years. We are rated A (Excellent) with A.M. Best. We're looking for a dependable, hard-working, energetic Sales Assistant to provide support for our sales team. We need a self-motivated team player with the ability to handle multiple tasks while paying close attention to detail. The position involves providing support to our sales representatives as agent backup when they are on the phone or out of the office.Other responsibilities include issuing policies, answering phones, taking messages, responding to customers' general inquiries, making follow up calls and sending follow up emails for the sales representatives, running various reports, processing referral checks, assisting on projects assigned by Management, performing general office functions such as data entry and other miscellaneous administrative support duties. The job also involves preparing quotes, completing applications, and discussing coverages with applicants as needed. Our sales department is fast-paced and automated.The ideal candidate will be able to work independently and as part of the team, have excellent customer service skills, a positive outlook, patience and excellent listening and communication skills. This position offers base pay plus commissions and bonus with earnings potential of $60,000+ and growth opportunities. Requirements / Preferences Candidate must have knowledge of and experience with basic automated systems. Basic Microsoft Excel proficiency is also preferred. An active Personal Lines or Property/Casualty Insurance License is preferred. We help with obtaining one if hired without a license. Bilingual English/Spanish or English/Mandarin is preferred. However, please let us know if you speak any additional language(s) fluently. We offer a competitive base salary plus commissions. We also provide a full benefits package -including medical, dental, life insurance, 401k Plan, Profit Sharing Plan, sick, vacation and holiday pay. Please submit your resume for consideration. NON-SMOKING OFFICE Please see our Privacy Notice For Job Applicants here:*******************************************************************

The Administrative Support Assistant plays a hybrid role providing backup support to the facilities desk and direct support to environmental and sustainability programs, including the NIWC Pacific Mixed Metal Recycling Program. This position requires the ability to assist with hazardous materials sampling, manage records for recycling and fleet operations, and support database entry and tracking functions. Key Responsibilities: Assist with logging and closing out facilities trouble calls in MAXIMO and JIRA. Support recycling, solid waste, and generator programs by maintaining records and coordinating logistics. Track and report on fleet vehicle data and schedule repairs and maintenance with transportation vendors. Manage pickup/replacement schedules and billing records for waste bins. Support Asbestos and Lead managers by sampling facility components (flooring, paint, adhesives). Maintain hazardous testing logs and ensure timely documentation of results. Maintain training and accreditation for Lead and Asbestos sampling procedures. Assist with data entry, reporting, and administrative duties as needed. Skills and Experience: Working knowledge of MAXIMO, JIRA, and MS Office Suite. Must be certified or able to become certified in Lead and Asbestos testing. Strong attention to detail and a commitment to safety and compliance. Effective communicator with solid data entry and coordination skills. Must work on-site; telework is not authorized. Education: Minimum: High School diploma or equivalent. Security Clearance Required: US Citizenship and must possess or be able to obtain favorable background check adjudication.

Join an international law firm as a Legal Secretary, where you'll play a key role in supporting attorneys across litigation and transactional practices. This role is ideal for an experienced legal professional who excels in legal document preparation, case management, and providing high-level administrative support in a fast-paced legal environment. You'll work closely with attorneys and staff to ensure documents are flawlessly prepared, deadlines are met, and clients are well-supported throughout every legal process-from litigation to M&A. Key Responsibilities: Draft, revise, format, and finalize legal documents and correspondence for both litigation and transactional matters (contracts, mergers & acquisitions, pleadings, motions, etc.) Manage attorney calendars, schedule court deadlines, and coordinate meetings, depositions, and client calls Prepare and file legal documents electronically with state and federal courts (including ECF filing) Provide trial support: organize exhibits, prepare binders, and assist with logistics Coordinate travel arrangements and process expense reports Screen and route telephone calls; schedule and manage video/audio meetings on behalf of attorneys Open and manage client matters including conflict checks, billing setup, and engagement documentation Proofread all outgoing documents to ensure accuracy in grammar, punctuation, and formatting Handle incoming and outgoing mail and correspondence, ensuring timely distribution Maintain organized electronic and physical filing systems Collaborate with other secretaries and departments to support firmwide objectives Enter attorney time records and ensure compliance with client billing guidelines Qualifications: Education & Experience: High school diploma or GED required; associate or bachelor's degree preferred Minimum 5 years of legal secretary experience in a law firm setting Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) Typing speed of 60+ WPM with a high degree of accuracy Strong knowledge of litigation procedures, discovery, and court filing systems (state and federal) Familiarity with transactional document processes a plus Preferred Skills & Attributes: Detail-oriented with exceptional proofreading and formatting skills Strong organizational and multitasking abilities Excellent communication and interpersonal skills Proven discretion when handling confidential information Ability to work independently, manage competing priorities, and meet tight deadlines Professional, courteous, and team-oriented attitude

Professional Search Group (PSG) is looking for a highly organized, proactive, and detail-oriented Administrative Professional / Office Manager to join our clients growing team. This individual will play a critical role in ensuring the smooth day-to-day operations of the office, supporting leadership, and enhancing overall workplace efficiency. The ideal candidate is a self-starter who thrives in a dynamic environment and is skilled at managing multiple responsibilities with professionalism and discretion. Key Responsibilities Oversee and manage daily office operations, supplies, and vendor relationships Serve as the primary point of contact for internal and external communications Provide executive-level administrative support, including calendar management, travel coordination, and meeting preparation Maintain organized filing systems (digital and physical) and ensure document accuracy Assist with onboarding new employees and coordinating internal communications Organize company events, meetings, and other administrative functions Handle basic bookkeeping tasks and collaborate with finance or HR as needed Ensure compliance with office health and safety protocols Qualifications Proven experience in office administration, executive support, or office management Excellent communication and interpersonal skills Strong organizational and multitasking abilities with attention to detail Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office technology Ability to handle confidential information with integrity Familiarity with basic bookkeeping and HR processes is a plus Associate or Bachelor's degree preferred, but not required What We Offer Competitive compensation Health and wellness benefits Supportive and collaborative team environment Opportunities for growth and development [Other perks specific to your company, e.g., hybrid work options, team events]

The Office Administrator functions as the administrative and operations contact and support person for a busy Real Estate sales office. This position will interface with all levels of personnel including sales staff, manager, corporate personnel, clients, and vendors. The Office Administrator works as a leader of the team to ensure smooth and efficient operations of the office to enable sales agents to maximize production. Standard office environment requiring regular interaction with branch based personnel, real estate agents, external clients, and personnel at the Corporate office, branch offices, government buildings and associated meetings. Job Duties: LICENSING AND MEMBERSHIP TRANSACTIONS TRUST LOG & RECORD KEEPING ACCOUNTING FACILITIES MAINTENANCE MARKETING AND ADVERTISING CUSTOMER SERVICE / RETENTION OTHER : Handles various other projects as requested, Attends weekly office sales meeting, Prepares office awards, Attends Office Administrator meetings and trainings as scheduled, Recruiting support and CRM management. Job Qualifications: MUST be ok with minor travel to different San Diego offices - reliable transportation High school diploma required. Office operations, real estate seminars and training sessions helpful. Prior real estate, title, or escrow experience in an administrative capacity preferred. Strong computer skills in Microsoft Office, especially Excel, Word and Outlook. Experience with the Internet, Google, Zipforms and MLS helpful. Fluent speaking, reading and writing in English language - Strong communication and interpersonal skills. Strong ability to prioritize duties and solve problems. Must arrive to work and all business meetings on time - Able to work independently without daily supervision Friendly, outgoing manner - enthusiastic, always communicates with a smile. Professional - maintains a positive, poised manner. Respectful of others. All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Specialized Recruiting Group, Irvine is seeking an Administrative Assistant for a medical device manufacturer in the Irvine, CA area. This is a full-time, contract opportunity. Hours are 6:30am to 3:00pm, Monday to Friday. Starting compensation is $24.00 to $28.00/hour. Responsibilities: Handle inbound phone calls Respond to customer inquiries Process change orders and invoices Assist in resolving customer issues Filing, data entry and records management General administrative and customer service support Qualifications: At least one year of administrative experience in an office environment Strong English communication skills (spoken and written) Self-motivated and career oriented Positive, upbeat personality Associates degree of offsetting experience At Specialized Recruiting Group, our team of employment professionals is deeply connected with local businesses that are actively hiring, giving you a competitive edge in your job search. Whether you are seeking a full time position or a contract role, our experts are here to help at no cost to you. Enjoy personalized support and access to exclusive job opportunities when you partner with Specialized Recruiting Group.

Headquartered in Irvine, California, EBizCharge specializes in developing integrated payment solutions that facilitate electronic payment processing within ERP, CRM, Mobile, and eCommerce applications. Our applications are PCI compliant and fully integrated with major ERP/accounting systems, including QuickBooks, Sage, SAP Business One, Microsoft Dynamics, NetSuite, Epicor, Acumatica, and major online shopping carts, including Magento and WooCommerce. EBizCharge offers its employees unlimited earning potential, career advancement opportunities, and a dynamic work environment. Our Administrative team plays a key role in the merchants' onboarding process, working closely with the sales team to ensure a smooth experience before, during, and after a merchant is onboarded. We assist with gathering and organizing the necessary documentation, setting up merchant accounts, and provide support if any concerns arise. Responsibilities Support in the onboarding process of new clients by taking virtual application calls and submitting documentation related to new accounts accurately and timely. Professionalism when handling phone calls, emails, and other correspondence. Prepare and send out agreements for signature. Enter and maintain all information correctly in Salesforce and various databases. Notify appropriate parties if impactful changes are requested by clients. Effectively multitask and manage their time efficiently. Follow up appropriately when needed to ensure accounts experience a high level of responsiveness, even if there is no substantive update or resolution to an outstanding item. Help clients dispute chargebacks by gathering all necessary documentation to prove it was a valid charge. Assist the Administration team with other duties as assigned. Collaborate with Senior Management and various departments such as Technical Support and Sales. Qualifications Bachelor's degree is highly preferred. Self-starter with the ability to learn fast and work independently as well as within a team. Good work ethic and flexible hours. Strong proficiency in Microsoft Excel, Word, and Outlook. Comfortable working with a wide variety of professionals. The duties and requirements listed above should not be interpreted as all-inclusive. Must have strong communication skills. Benefits 100% employer paid benefits (including Medical, Dental, Vision, & life insurance) for selected plans for the employee. Retirement 401(k) plan with company match. Gym access, dry cleaners, car wash conveniently located within building. Generous PTO plan with an additional 9 Days Company Paid Holidays per year. Job Type: Full-time The Company is committed to compliance with all applicable laws providing equal employment opportunities. This commitment applies to all persons involved in Company operations. The Company prohibits unlawful discrimination against any job applicant, employee, or unpaid intern by any employee of the Company, including supervisors and coworkers. Pay discrimination between employees of the opposite sex or between employees of another race or ethnicity performing substantially similar work, as defined by the California Fair Pay Act and federal law, is prohibited.

Hiring: Front Desk Receptionist / Assistant Join our Holistic Wellness Center and be part of a supportive, health-focused team! Rate: TBD Schedule: Tuesdays, Thursdays, Fridays | 9:00 AM - 4:00/5:00 PM (Office hours 10:00 AM - 4:00 PM) About the Role: We're seeking a friendly and enthusiastic Front Desk Receptionist/Assistant to manage daily front office operations and support our wellness team. Key Duties: Answer phone calls and emails promptly Schedule client appointments Create invoices and enter bills using QuickBooks Maintain product inventory and stock supplies Ship packages to clients Type and prepare documents Review and approve social media and blog posts Brainstorm and develop product/service ideas for monthly posts Create, edit, approve, and schedule newsletters Set up clients on treatment devices Unpack and organize incoming orders Perform various administrative tasks as needed Who We're Looking For: Friendly, happy, outgoing, and enthusiastic personality Open-minded and dog-friendly Computer savvy with social media experience Interested in health and wellness (experience preferred but not required) How to Apply: If this sounds like a great fit, please call ************** or email ***************************** with your resume and a brief note explaining why you're interested in joining us.

The ideal candidate will be responsible for assisting the CEO with structuring an efficient workflow for our organization. In this position, you should feel comfortable coordinating calendar appointments, using CRM's such as Slack & Monday, managing communications between vendors and clients, and being a self-starter/pro-active, as necessary. Responsibilities: Calendar Management: Coordinate and manage schedule, including meetings, appointments, and travel arrangements. Communication: Serve as the primary point of contact between the executive and team members, ensuring effective communication and follow-up. Vendor & Client Accounts: Ensure accurate record-keeping and timely communication. Documentation and Record Keeping: Prepare and maintain documentation, reports, and records as needed. Project Support: Assist in the execution of special projects, initiatives, and events as required. Administrative Support: Handle administrative tasks such as screening calls, managing emails, and drafting correspondence. Qualifications: Minimum 2+ years experience as an Executive Assistant, Account Management, or similar role. Exceptional organizational and time-management skills. Strong written and verbal communication skills. Proficient in Google Suite, Slack, Monday, and/or other relevant software. Ability to handle sensitive information with confidentiality. High level of professionalism and attention to detail. Flexibility and adaptability to handle changing priorities. Benefits $20-$25/hour (pay varies based on experience and results) Collaborative and fast paced work environment Learn valuable skills for your own personal growth Learn how to invest in real estate properties Surrounded by like-minded entrepreneurs (great networking opportunity)

The Company: VeSync is a market player for smart home appliances with a global presence. Our mission is to create connected lifestyles with smarter products, making life better at home and beyond. COSORI, Etekcity, and Levoit share the VeSync smart home platform and one common goal - supporting healthy and interconnected lives. While each brand enhances a different facet of living, the VeSync app brings them together to create a space in which the entire home is in harmony. With an entire household of smart products, we're empowering users to innovate their home in fresh exciting ways. VeSync does not stop with smart technology but also boasts award winning designs. Our fresh design has garnered international acclaim such as the German Innovation Award, iF Design Award, Red Dot Award and many more, all while earning top ratings from users around the globe - we also need driven and talented people to join our team. That brings us to you, and what you'd receive working here. Our employees are smart and hardworking individuals with great ownership over their projects - they're confident in their work yet know how to collaborate with open ears and a spirit of learning. If you're down-to-earth, approachable, and easy to strike up a conversation with, this might be a great fit for you since work culture is a point of extreme pride and importance to us. Check out our brands: levoit.com | cosori.com | etekcity.com The Opportunity: Are you the go-to person who keeps everything running smoothly? Do you love being at the center of the action and helping people feel welcome and taken care of? We're looking for a superstar Front Office Administrator to be the face of our office and the heartbeat of our daily operations. In this role, you'll wear many hats-from greeting guests to coordinating travel to keeping our office stocked and organized. If you're proactive, detail-oriented, and love a good to-do list, we'd love to meet you! What you will do at VeSync: Greet and assist guests, vendors, and delivery personnel professionally Maintain the visitor log and ensure NDAs are signed as required Manage and track the in-house purchase order system Coordinate guest parking and update parking records Support travel arrangements and coordinate ride bookings for staff and guests Assist with scheduling meetings and managing shared calendars Monitor and restock office supplies as needed Organize and set up weekly employee lunches Oversee office pantry, snacks, and water delivery vendor relationships Manage employee access badges and maintain access logs Create employee name tags and ID cards as needed Maintain and update the employee contact list regularly Sort and distribute incoming mail, FedEx, and other courier packages Assist with planning and coordination of office events Occasionally run local errands, including pickups and deliveries What you bring to the role: Minimum of 2 years of experience in a corporate office and administrative role High school diploma or equivalent required; associate's or bachelor's degree preferred Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) Must be highly organized, detail-oriented, and able to manage multiple tasks Demonstrated ability to maintain confidentiality and handle sensitive information Excellent attendance and punctuality record Comfortable working overtime as needed Able to lift 20 pounds Bilingual in Mandarin a plus Location: This is an on-site, office-based role in Tustin, CA. Salary: S46,000 - $48,000 DOE

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. Responsibilities Handle and coordinate active calendars Schedule and confirm meetings Ensure file organization based on office protocol Provide ad hoc support around office as needed Qualifications Bachelor's degree or equivalent experience Strong interpersonal, customer service and communication skills Ability to multitask Proficient in Microsoft Office suite

SALES ASSOCIATE & STYLIST LUXURY WOMENSWEAR, SOUTH COAST PLAZA The Brand: Luxury French brand Specialises in Lingerie, swimwear, and accessories Based in South Coast Plaza Responsibilities: Deliver outstanding client journeys, foster connections, and promote client retention. Be aware of sales strategies, digital tools, and clienteling techniques. Be accountable for delivering CRM, retention and conversion goals. Embody brand values and be part of a collaborative team. Qualities: Excellent communication and storytelling abilities. Results-driven with a focus on KPIs and continuous improvement. Proficient in leveraging digital tools for client engagement. 2+ year minimum of retail experience, preferably within luxury goods/womenswear. Offering: Basic Salary up to $29.00 per hour / $60,000K per annum Monthly team commission and additional annual bonus Additional company benefits such as Health & Dental 360 Talent are a high-end retail recruitment firm providing strategic solutions to connect high caliber candidates with Fashion, Beauty, and Lifestyle brands across global markets. Explore all our latest opportunities and industry updates on our website & find us on LinkedIn, Facebook, Instagram & TikTok!

We are a real estate investment and development company focused on the acquisition, management, and renovation of commercial and residential properties. Our team is actively involved in overseeing multiple real estate projects at different stages of planning, construction, and operations. Position Summary: We are seeking a bilingual (English/Chinese) Office Assistant to support our internal operations and assist different projects. This role will play a key part in keeping our office organized and helping ensure smooth communication and coordination across projects. Key Responsibilities: Provide administrative and logistical support to team members. Assist with internal and external coordination with property management, and renovation projects Help gather quotes, coordinate with vendors, and follow up on project-related tasks Manage calls, emails, schedules, and documents in an organized and professional manner Support day-to-day office operations and ensure effective documentation and filing Translate or assist with bilingual communication as needed (English/Chinese) Qualifications: Bilingual in English and Chinese (Mandarin), with strong communication skills Highly organized, reliable, and detail-oriented Able to multitask and prioritize in a fast-paced environment Proficient in Microsoft Office, Google Workspace, and general office software Prior experience in real estate, property management, or construction is a plus, but not required Strong interpersonal skills and a willingness to learn What We Offer: Opportunities to gain hands-on experience in real estate and project management A collaborative and supportive team environment Room for professional growth in a dynamic company

We have an immediate full-time opening for a Litigation Secretary for our Orange County office. This position is responsible for providing administrative and legal secretarial support to attorneys. Your work schedule will be 8 hours per day, with the opportunity of hybrid. Responsibilities and Duties Use word processing and document management software to prepare, revise, format, and finalize a wide variety of legal such as correspondence, pleadings, discovery, memoranda, agreements, and other legal documents under time-sensitive deadlines. Some pleading/discovery drafting required. Prepare documents for filing and/or service including: proofreading, editing, finalizing documents, generating TOC/TOA, gathering exhibits, ensuring compliance with all Federal, State, and/or Local Rules Heavy e-filing with state and federal courts. Current knowledge of Federal CM/ECF e-filing procedures. Some appellate court filings using TrueFiling Docket case deadlines using Clio for all incoming mail, motions, discovery, trial/post-trial, mediation, arbitration, and appellate deadlines Create mediation, arbitration, hearing, and trial binders; prepare discovery shells; set up and maintain litigation files; party and witness subpoenas Assist attorneys with opening new client/matters and send conflict checks email Case management, including database management and electronic file organization Schedule appointments, depositions, meetings; maintain calendars; make travel arrangements; set up conference calls Assist with trial preparation Answer, screen, and respond to phone calls Open and route mail and email, attaching files and documents Enter attorney time into time-keeping program Maintain and track CLE records for attorneys Prepare and submit expense/reimbursement reports Assist fellow secretaries and additional attorneys as needed Other administrative tasks as needed Qualifications and Skills Minimum 5 years of litigation experience working in a legal and/or professional services environment Excellent grammar, communication, and organizational skills Proficient using MS Office products (Word, PowerPoint, Excel, Outlook) Attention to detail and the ability to multi-task in a fast-paced, high-pressure environment Ability to prioritize to meet deadlines All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

A highly regarded law firm is seeking an experienced Litigation Legal Secretary to join its growing team. This role offers the opportunity to work closely with attorneys and paralegals in a fast-paced, dynamic litigation practice. A successful candidate should be able to execute a variety of secretarial duties related to an active and fast-paced litigation practice. These tasks will include working with attorneys, paralegals, and other members of the firm. The litigation secretary will be assigned to work with 2-3 litigation attorneys. Therefore, the candidate will need effective time management and organizational skills and be extremely detail-oriented. Required Qualifications (Experience, Knowledge, Skills, and Abilities) Experience in e-filing in appellate, district, and California superior courts. Experience calendaring litigation deadlines with input from attorneys. Familiarity with Compulaw, Best Authority, iManage. Experience researching filing procedures for out-of-state filings. Create TOC/TOAs, format and proofread documents

Key Responsibilities: Answer and direct phone calls Greet and assist walk-in visitors Perform general office duties: copying, filing, faxing, mailing Prepare and edit documents using Word and Excel Perform data entry for accounting and weekly payables Communicate with tenants and vendors Track and maintain tenant/vendor insurance certificates Order and inventory office supplies Maintain cleanliness of shared spaces (conference room, copy area, light kitchen area) Run occasional errands (post office, FedEx, etc.) Requirements: Minimum of 3 years' experience in an office setting Proficiency with Microsoft Office (Outlook, Word, Excel) Strong phone etiquette and customer service skills Ability to learn new computer systems quickly; Yardi Voyager knowledge is a plus Highly organized, dependable, and detail-oriented All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Litigation assistants are an integral part of our litigation teams. They are responsible for providing support to attorneys, paralegals and trial fellows. Duties include assisting attorneys with all aspects of litigation, including preparation of pleadings, discovery, court filings (state and federal) and file maintenance. Must be proficient to advanced user of Microsoft Word, Excel, PowerPoint and Outlook. Knowledge of iManage (or other similar document management system) is a plus. Job Functions Responsible for drafting/editing/proofreading of forms, documents and correspondence Mark tables of authorities and tables of content; e-file on the various ECF and other filing platforms Contact court clerks re local rules and prepare courtesy copies when needed Prepare hearing and exhibit binders for attorneys Coordinate travel arrangements and process expense reimbursement requests Perform time and data entry as well as general file management according to the standards required by the firm Manage multiple calendars, including heavy scheduling of meetings, hearings and conference calls Organize meetings, events and trial logistics; order court reporters and audio-visual equipment Ensure documents are sent to docketing in a timely manner Conduct all aspects of the job with an appropriate level of confidentiality and sensitivity to client and firm data Review prebills, monitor due dates for client invoices Other tasks as needed as assigned by office manager, paralegals, or attorneys Requirements 5+ years of complex civil litigation experience as a legal secretary or as an administrative assistant in a law firm or legal department, High school diploma or GED certificate; Associates or Bachelor's degree preferred Experience e-filing on various platforms and knowledge of Federal and State rules Ability to travel to, and provide support at, off-site trials and arbitration Additional hours (including overtime) will be required on occasion The successful candidate must have excellent communication and interpersonal skills. Ability to work in a team environment and maintain a positive attitude and calm demeanor is crucial Strong computer skills and attention to detail is necessary Excellent time management skills. Must effectively prioritize work/projects and execute tasks in a high-pressure environment. Ability to handle multiple tasks simultaneously, set priorities and accommodate rush requests Motivated, self-directed individual with ability to anticipate and resolve issues and work with little to no supervision Physical Requirements Regularly sit for regular lengths of time Occasionally lift and/or move up to 30 pounds; and for extended periods of time, read a computer screen and enter data and information with a keyboard The statements contained in this job description are not necessarily all-inclusive; additional duties may be assigned and requirements may vary from time to time Role is sensitive. Passing appropriate background checks with insurance carriers is required