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Beacon Hill’s client, a law and government relations firm, is seeking a temp to perm Sr. Litigation Specialist to work onsite in their Lafayette, CA office. Interested candidates are encouraged to reply to this posting with an updated resume, those selected for next steps in our process will be contacted by a recruiter. We look forward to hearing from you!
HOURS: 7.5-hour workday, Monday through Friday, schedules may vary based on
the needs of the office. This is a non-exempt position (eligible for overtime). Occasionally, overtime may be required, which will be compensated based on the Firm’s overtime policy.
SUMMARY
Perform all support functions for the Litigation practice, including assisting in preparing filings in Courts, investigations, discovery, and trial preparation and presentation. Handles the calendaring of activities, tasks and deadlines, and case management functions for the team. This position requires excellent organizational skills, the ability to work under pressure, and exceptional attention to detail. The successful candidate will be proficient in using litigation support software or willingness to receive training as needed. This role involves coordinating with attorneys, paralegals, and other legal professionals to ensure that all aspects of litigation support are handled efficiently, effectively, and competently. Demonstrates the ability to work well with others and with remote team members as required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
“Essential functions” are those job duties that a Litigation Specialist must be able to perform unassisted, after training, or with some reasonable support from the Firm.
Maintain calendars for timekeepers, including:
- Scheduling appointments and meetings, managing calendars for timekeepers, and coordinating with other parties involved in litigation, including travel as needed.
- Sending and organizing calendar and meeting requests with internal team members, opposing counsel, co-counsel, witnesses, clients, and others.
- Maintaining calendars showing all deadlines and reminders for each case including deadline-assistant software, after training.
- Coordinating site visits.
- Ensuring virtual meetings and hearings are arranged so all conference rooms are properly connected with court-provided links and compatible laptops are available for access.
- Preparing logistics for meetings, interviews, depositions, and trial, including accommodations, working space, supplies, food, files, witness materials, and other support required by the attorneys and other members of the trial team.
- Maintaining and updating a master calendar for the office.
- Circulating an updated master calendar on a weekly basis, along with a rolling three-week calendar of deadlines.
- Proactively check in with responsible attorneys regarding approaching deadlines and actively manage schedules to ensure compliance.
Support litigation tasks:
- Creating excel spreadsheets to track litigation processes, such as case tasks, depositions, document productions, etc.
- Managing ongoing litigation tasks, schedule, and circulate upcoming deadlines for planning purposes.
Organize and maintain case files:
- Organizing and ensuring preservation of hard-copy originals.
- Utilizing document management systems to ensure proper filing of electronic copies. Keep electronic maintenance of cases organized for easy reference ensuring the electronic file is always up to date and has accurate information as to the status of the case.
- Creating and maintaining document sharing sites, such as iManage Share for attorneys, co-counsel and clients.
- Locating and providing litigation files as needed to attorneys on a time-sensitive basis.
Organize and utilize discovery repositories to process large volumes of documents:
- Using Disco, EverLaw, Nuix, Espy, and/or other document repository software after training.
- Learning document repository software to support review, tagging, and production of documents at an attorney’s assignment and direction.
Send written communications on behalf of attorneys:
- Serving as a point of contact for clients, providing information and answering questions at the direction of the attorneys.
Assist in the preparation of legal documents:
- Proofreading, formatting, finalizing, and ensuring proper mailing of communications and case filings.
- Preparing templates for legal filings.
- Assisting in the preparation, review, and formatting of legal documents, such as pleadings, motions and briefs ensuring documents comply with court rules and procedures.
- Creating and inserting Table of Authorities and Table of Contents to applicable briefs using features in Microsoft Word, Best Authority, and Westlaw.
- Checking citations in legal documents to ensure citations are formatted correctly using the Bluebook.
- Preparing binders of documents needed for specific meetings, hearings, depositions, etc.
Assist with investigations, discovery and trial preparation:
- Attending Court or other venues to ensure space has capacity to support Firm technology (i.e. laptops, WIFI). Partner with the IT department as needed.
- Supporting teams during the proceedings (including travel when appropriate).
- Conducting factual research as directed by attorneys and preparing summaries.
- Staying current on court rules and procedures as they relate to the case load.
Support administrative functions:
- Arranging for timely payment of case-related invoices.
- Creating correspondence for those paying attorney fees and group membership costs for cases and tracking payments.
- Reviewing invoices and coordinating wire transfer for payment of other client expenses as directed by attorneys.
- Ensuring billable time is entered regularly.
Core litigation knowledge required:
- Knowing how to file and serve pleadings and motions in federal court.
- Knowing how to file and serve pleadings and motions in California state court.
- Preparing and handling all proofs of service.
- Understanding discovery processes, including interrogatories and requests for production (served, not filed).
- Drafting and formatting responses to discovery requests, including calendaring deadlines, setting up frameworks for responses, and preparing verifications when required.
- Understanding deposition practice in state and federal court, including when a subpoena is required and differences between party and non-party depositions.
- Producing documents: numbering, organizing, and preserving control sets for each production.
- Handling documents produced to the Firm by keeping them segregated, addressing unnumbered productions, and ensuring organization and information security standards.
- Understanding of motion practice, including proper use of pleading paper, formatting requirements, creating tables of authorities and contents, preparing notices of motion, points and authorities, declarations, proofs of service, and supporting evidence.
- Knowing how to use correct form of and formatting signature blocks.
- Knowing how to use Judicial Council forms.
BILLABLE HOURS EXPECTATION
The Firm expects a Senior Litigation Specialist to track and bill their time as much as possible. There is not a set billed hours target at the present time, as some work is deemed not billable for certain clients. The Firm will review the Senior Litigation Specialist’s cumulative billed hours at the end of each review cycle and provide feedback. Questions about what is billable versus nonbillable will be resolved with the appropriate attorney managing each case.
MINIMUM EDUCATION AND EXPERIENCE REQUIRED
Completion of a bachelor’s degree in a related field or equivalent work experience. Minimum of 5+ years of professional litigation experience is required in a law firm setting. Excellent organizational and project management skills. Proficiency in Microsoft Office and Windows environment. The ability to work well on a team and possess excellent oral and written communications skills.
Familiarity with, or willingness to learn, technology-assisted review (TAR), multimodal discovery (documents, video, chat platforms, collaboration tools) and AI-powered legal technology platforms (e.g., Microsoft Copilot, DISCO Cecilia, Harvey AI) is strongly preferred. Beginner to intermediate proficiency with Microsoft Teams, Zoom, and other modern virtual conferencing platforms in a professional setting.
Training will be provided.
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