Legal Secretary

POSITION SUMMARY

This role provides essential administrative and legal support to the Principal by managing complex calendars, preparing and formatting legal documents, monitoring deadlines, and facilitating timely client communication. The Legal Secretary supports the efficient operation of daily legal and administrative functions through proactive coordination, attention to detail, and a commitment to high standards of professionalism and confidentiality.

WHAT YOU'LL DO (Essential Functions) Administrative Support

• Track and proactively inform the Principal of upcoming deliverables, deadlines, and key appointments.
• Proactively monitor the Principal’s urgent and routine folders, taking appropriate action in a timely manner.
• Manage complex scheduling for the Principal across multiple time zones and priorities, in coordination with the Executive Assistant.
• Maintain and manage the firm-wide calendar, serving as the primary point of responsibility for tracking internal meetings, court dates, filing deadlines, and key events to ensure all critical obligations are met without oversight.
• Transcribe and summarize electronic dictation.
• Maintain a working knowledge of case summaries and progress in conjunction with status reports and case trackers.
• Proofread documents.
• Take meeting notes and ensure effective follow‑up with clients or other parties.

Communication/Client Management

• Prioritize and uphold high-level client experience, exceeding client expectations.
• Ensure timely, client‑focused email and correspondence management on behalf of the Principal, with a strong emphasis on responsiveness and discretion.
• Develop and maintain relationships with the internal team and top clients.

Document Preparation and Management

• Ensure all documents comply with court rules, formatting requirements, and filing deadlines.
• Create high‑quality documents in Word and PowerPoint that are ready for presentation.
• Draft and format legal documents such as contracts, pleadings, motions, and correspondence.
• Organize and maintain filing systems.

Billing and Expense Management

• May prepare tasks, billing descriptions, and manage client billing using law firm systems (e.g., Clio), track billable time, and reconcile expenses as needed.
• Manage expenses related to legal cases and, as requested, in other matters.

Maintain Confidentiality

• Handle all firm and client information with the highest level of confidentiality, discretion, and professionalism.

Other

• Actively contribute to a positive, client‑centered culture and high‑performing virtual team.
• Other duties or projects as requested.

WHAT YOU'LL BRING (Essential Qualifications) Education

• High school diploma required; bachelor’s degree preferred, ideally in legal studies, business administration, or a related field.

Experience

• 3+ years’ experience as Legal Secretary, Legal Assistant, or Paralegal in civil litigation.
• 3 years' CCP (Code of Civil Procedure) experience.
• Proficient in Microsoft Office Suite (especially Word, Excel, and PowerPoint), with advanced document formatting and file organization experience.
• Experience using legal document management systems for organizing and retrieving case files.
• California State Bar experience strongly desired.
• Familiarity with legal billing and timekeeping software (Clio preferred), including invoice preparation, generating reports, and tracking billable hours.

Knowledge/Skills

• Strong knowledge of legal terminology, court filing procedures (state and federal), and case documentation workflows.
• Proficiency in preparing, formatting, and proofreading legal documents, correspondence, pleadings, motions, and contracts with a high level of accuracy.
• Skilled in transcribing dictation and preparing legal documents from recorded material.
• Familiarity with electronic court filing systems (state and federal) and compliance with jurisdictional requirements.
• Ability to manage sensitive and confidential information with discretion, integrity, and professionalism.
• Excellent time management and organizational skills, with the ability to prioritize tasks, manage competing deadlines, and maintain accuracy under pressure.
• Familiarity with the ethical use of generative AI tools.
• Strong written and verbal communication skills, with a professional and client‑focused approach.
• Ability to work independently and proactively in a remote environment, with minimal supervision.
• Demonstrated adaptability to changing priorities, evolving technologies, and fast‑paced workloads.
• Strong interpersonal skills and ability to collaborate effectively with attorneys, clients, and legal support staff.

Cha Law Ethics is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

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