Legal Secretary

Allen, Semelsberger & Kaelin LLP is a five-attorney premier boutique law firm in downtown San Diego’s beautiful Marina District, across from the Santa Fe Depot and the Embarcadero. We are seeking a meticulous, sharp, and experienced Legal Secretary to join our team. The ideal candidate will take ownership of our master calendar, navigate the particulars of multi-county California court procedures, and provide vital administrative and litigation support. This is a unique opportunity to become part of a friendly and established team in a bright, modern office with expansive views and abundant natural light.

Key Responsibilities:

• Master Calendaring & Docketing: Accurately calculate, track, and input all critical dates (statutory and trial related deadlines, hearings, depositions, and mediations) using Tabs3/PracticeMaster across multiple California court jurisdictions.
• Court E-Filing & Document Preparation: Prepare, format, proofread, and execute electronic filings across various California courts while assisting with document review and the preparation of trial materials for general litigation cases.
• Case File & Data Management: Maintain and organize comprehensive physical and electronic case files, manage data entry, and oversee filing systems with meticulous attention to detail.
• Business Record Subpoenas Coordination: Prepare subpoenas for service, and coordinate with process servers (such as Nationwide Legal) for the reliable service and filing of documents and perform necessary follow-ups.
• Scheduling & Project Support: Assist attorneys and paralegals with arranging travel, scheduling appointments, client meetings, and supporting overall project management tasks.
• Deadline Auditing & Proactive Alerts: Regularly cross-check case files and upcoming deadlines within Tabs3/PracticeMaster, issuing proactive reminders to the legal team to prevent last-minute scrambles.

Qualifications & Skills:

• Minimum of 7 years of recent experience as a litigation legal secretary or litigation assistant in a California law firm.
• Hands-on experience with legal practice management and docketing software, specific proficiency in Tabs3/PracticeMaster a plus, for rules-based calendaring across multiple California jurisdictions.
• Demonstrable, hands-on expertise with California Civil Procedure deadline calculations and multi-county local court rules.
• Administrative background is strongly preferred.
• Proficiency in Corel WordPerfect as well as Microsoft Office Suite (Word, Excel, Outlook), alongside strong writing skills for legal drafting, proofreading, and professional correspondence.
• Exceptional organizational skills combined with effective communication abilities—both written and verbal—to support seamless client interactions and team collaboration.
• Demonstrated ability to handle confidential information and sensitive materials with absolute integrity.

What We Offer:

• Competitive compensation (commensurate with experience)
• 401(k)
• Generous medical and dental insurance (employer-paid premium)
• Vision coverage
• Flexible Spending Account
• Free parking
• Life insurance
• Paid time off and holidays
• A supportive, collaborative work environment where your expertise is genuinely valued.

Hourly range: $35.00-$47.00