Legal Secretary

Summary

The Legal Secretary provides high-level administrative and secretarial support to attorneys, ensuring the efficient management of litigation matters from inception through resolution. This position is responsible for drafting, revising, and finalizing complex legal documents; preparing and executing e-filings in state and federal courts and with administrative agencies; maintaining case calendars and tracking critical deadlines; and organizing materials for hearings, trials, arbitrations, and mediations. The role demands exceptional attention to detail, advanced organizational skills, and the ability to manage multiple cases and priorities in a fast-paced law firm environment. The ideal candidate will possess strong knowledge of litigation procedures, court rules, e-filing requirements, and legal terminology, along with professionalism, discretion, and initiative to anticipate the needs of attorneys and clients.

Essential Duties and Responsibilities

• Prepare, revise, and format legal documents, correspondence, memoranda, and emails from written drafts and transcription
• Handle e-filings and support all stages of the litigation process, from initiation through trial
• Assemble documents and exhibits for court filings, recordings, hearings, arbitrations, mediations, depositions, and other proceedings
• Proofread documents to ensure accuracy, correct grammar, and compliance with Firm formatting standards
• Create and update Tables of Contents (TOC) and Tables of Authorities (TOA)
• Schedule and coordinate appointments, meetings, and deadlines for attorneys
• Maintain and monitor attorney calendars, ensuring all critical dates are recorded on the master calendar
• Prepare and process new client/matter intakes per Firm procedures
• Utilize computers, transcription equipment, and legal software to efficiently produce and manage documents
• Arrange travel for attorneys, including hotel, airfare, and ground transportation
• Sort, read, print, and distribute incoming mail and emails to appropriate recipients
• Assist with the creation and assembly of marketing materials such as pitch folders, attorney biographies, and PowerPoint presentations
• Provide backup and overflow coverage to other attorneys and staff as needed
• Maintain confidentiality of all Firm, client, and personnel information
• Additional duties may be assigned as required to meet business needs

Qualifications and Requirements

• High School Diploma or equivalent
• Minimum of five years of litigation secretary experience
• Strong writing, editing, and proofreading skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with document management systems such as iManage preferred
• Strong organizational skills with the ability to prioritize workload for multiple attorneys
• Excellent verbal, written, and telephone communication skills to interact professionally with clients, attorneys, vendors, and staff
• Ability to operate standard office equipment, including computers, transcription devices, fax machines, and photocopiers with advanced functions
• Consistently reliable in attendance and punctuality

Physical Requirements

• Onsite Monday through Friday
• Prolonged periods of sitting, with frequent standing and walking throughout the day
• Frequent use of a computer for reading, writing, and document preparation
• Clear verbal communication in both in-person and telephone interactions
• Occasional bending, climbing, and kneeling as needed
• Fine motor coordination for tasks such as writing, typing, using a computer mouse, and operating office equipment
• Availability to work more than 40 hours per week, including overtime when necessary
• Capable of lifting up to 10 pounds