Legal Secretary

Essential Duties

• Drafts, revises, and formats complex legal documents, correspondence, memoranda, and emails from written drafts or transcription.

• Manages all stages of litigation matters from inception through trial, including preparation and execution of e‑filings in state and federal courts and administrative agencies.

• Prepares, assembles, and organizes documents and exhibits for court filings, hearings, trials, arbitrations, mediations, depositions, and related proceedings.

• Creates and updates Tables of Contents (TOC) and Tables of Authorities (TOA).

• Proofreads documents to ensure accuracy, proper grammar, and compliance with Firm formatting standards.

• Maintains and monitors attorney calendars, tracking critical deadlines and updating the master calendar.

• Schedules and coordinates meetings, court dates, appointments, and deadlines for attorneys.

• Processes new client and matter intakes in accordance with Firm procedures.

• Utilizes computers, transcription equipment, and legal software to efficiently produce and manage legal documents.

• Reviews, sorts, prints, and distributes incoming mail and emails.

• Coordinates attorney travel arrangements, including lodging, airfare, and ground transportation.

• Assists with the preparation and assembly of marketing materials such as pitch folders, attorney biographies, and PowerPoint presentations.

• Provides backup and overflow support to other attorneys and staff as needed.

• Maintains strict confidentiality of Firm, client, and personnel information.

• Performs other duties as assigned to meet business needs.

• High School Diploma or equivalent required.

• Minimum of five (5) years of litigation legal secretary experience.

• Strong writing, editing, and proofreading skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

• Experience with document management systems (e.g., iManage) preferred.

• Excellent organizational skills with the ability to prioritize workload for multiple attorneys in a fast‑paced environment.

• Professional verbal, written, and telephone communication skills when interacting with clients, attorneys, vendors, and staff.

• Ability to operate standard office equipment, including computers, transcription devices, fax machines, and advanced photocopiers.

• Reliable attendance and punctuality.

• Regular on‑site attendance required (not hybrid or remote)

• Prolonged periods of sitting with frequent standing and walking.

• Frequent computer use for document preparation and communication.

• Clear verbal communication for in‑person and telephone interactions.

• Occasional bending, climbing, and kneeling as needed.

• Fine motor coordination for typing and operating office equipment.

• Ability to work more than 40 hours per week, including overtime when necessary.

• Capable of lifting up to 10 pounds.