A Legal Secretary provides critical administrative and clerical support to lawyers and legal teams, ensuring the efficient operation of a law office or legal department. This role is essential for maintaining organized case files, meeting court deadlines, and delivering exceptional client service, directly contributing to the firm's productivity and professional reputation.
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What is a Legal Secretary?
A Legal Secretary is a specialized administrative professional who supports attorneys, paralegals, and legal teams in law firms, corporate legal departments, or government agencies. This role requires a unique blend of administrative expertise and fundamental legal knowledge to handle tasks such as drafting legal documents, managing communications, and maintaining case files. Unlike general secretaries, Legal Secretaries must be familiar with legal terminology, court procedures, and specific software used in the legal industry. They serve as a vital link between lawyers, clients, and the court system, ensuring that all administrative aspects of legal practice run smoothly and efficiently.
What does a Legal Secretary do?
Legal Secretaries perform a wide range of administrative and clerical duties to support legal professionals. Their responsibilities include drafting and proofreading legal documents like pleadings, motions, and subpoenas; managing attorneys' calendars by scheduling appointments, court dates, and client meetings; handling client communications via phone and email; organizing and maintaining both physical and electronic case files; filing documents with courts in compliance with deadlines and procedures; coordinating billing processes and timekeeping; and conducting basic legal research. They also often serve as the first point of contact for clients, requiring strong interpersonal skills and discretion.
Job Overview
A Legal Secretary provides comprehensive administrative and secretarial support to attorneys and legal teams in a fast-paced legal environment. This role requires exceptional organizational skills, discretion with confidential information, and proficiency in legal terminology and procedures. The ideal candidate will ensure efficient office operations while maintaining the highest standards of professionalism in a US-based legal setting.
Legal Secretary responsibilities include:
1. Draft, proofread, and format legal documents including pleadings, motions, subpoenas, and correspondence
2. Manage attorney calendars, schedule depositions, hearings, and client meetings
3. Maintain and organize case files using document management systems like iManage or NetDocuments
4. File documents electronically with federal and state courts using CM/ECF, PACER, and other e-filing systems
5. Coordinate client communications and serve as primary point of contact for case status updates
6. Process billing and timekeeping using legal accounting software such as Clio or QuickBooks
7. Conduct legal research using Westlaw or LexisNexis and prepare case summaries
8. Manage travel arrangements and prepare expense reports for attorneys
1. 3+ years of experience as a legal secretary in US law firm environment
2. Proficiency in Microsoft Office Suite and legal-specific software
3. Comprehensive knowledge of legal terminology, court rules, and filing procedures
4. Excellent written and verbal communication skills
5. High school diploma or equivalent; legal secretary certification preferred
6. Ability to handle confidential information with discretion
7. Strong organizational and time management skills with attention to detail
Preferred Qualifications
1. Associate's or Bachelor's degree in legal studies or related field
2. Notary Public certification
3. Experience with specific practice areas (litigation, corporate, real estate)
4. Familiarity with state-specific court rules and procedures
5. Previous experience in mid-to-large size law firm environment
6. Bilingual abilities, particularly Spanish-English
7. Experience with transcription of legal proceedings
Bonus Skills
1. Proficiency in advanced legal software such as Relativity for e-discovery
2. Experience with trial preparation and courtroom procedures
3. Knowledge of legal billing codes and accounting procedures
4. Ability to type 80+ WPM with high accuracy
5. Experience managing multiple attorney calendars simultaneously
6. Familiarity with legal compliance requirements and ethics rules
7. Advanced document management and file organization expertise
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