Legal Secretary

Overview

• Serve as the primary legal secretary in a dynamic, fast-paced law office, supporting a mix of corporate/transactional and litigation lawyers.
• Coordinate administrative tasks, including calendaring, scheduling, and client matter management, ensuring efficient office operations.
• Handle document preparation, formatting, and proofreading for legal filings, correspondence, and transactional matters.
• Assist with e-filing processes for state and federal courts, ensuring compliance with legal standards.
• Support attorneys during pre-trial, trial, and post-trial stages, managing deadlines and priorities effectively.
• Manage onboarding of new clients, processing conflicts, and assigning billing information accurately.
• Coordinate travel arrangements and process expense reports for attorneys and clients.
• Provide receptionist duties as needed, including handling calls, messages, and scheduling conference rooms.
• Contribute to the growth and establishment of a new office location, gaining recognition and visibility.

Key Responsibilities & Duties

• Prepare, format, and finalize legal documents, including contracts, pleadings, and correspondence, ensuring accuracy and compliance.
• Perform e-filing tasks for state and federal courts, managing deadlines and court requirements.
• Assist attorneys with trial preparation, including document organization and scheduling.
• Manage attorney time entries, ensuring compliance with client billing requirements and firm policies.
• Coordinate travel arrangements and process expense reports for attorneys and clients.
• Provide administrative support, including scheduling meetings, managing calendars, and processing mail.
• Collaborate with firm departments to complete client engagement processes efficiently.
• Support attorneys in transactional matters, coordinating communication and document preparation.
• Maintain confidentiality and exercise discretion in handling sensitive information.

Job Requirements

• High school diploma or GED required; additional certifications in legal administration preferred.
• Minimum of 4 years of experience as a legal secretary, with 5 years preferred.
• Proficiency in Microsoft Office Suite and legal industry-specific software.
• Strong knowledge of legal terminology, document formatting, and e-filing processes.
• Experience with state and federal court filings, including electronic case filing systems.
• Excellent organizational, analytical, and problem-solving skills.
• Ability to manage multiple projects with competing deadlines and priorities.
• Strong interpersonal communication skills and ability to work harmoniously with others.
• Commitment to confidentiality and discretion in handling sensitive information.