Legal Secretary

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.RESPONSIBILITIESPrepare, revise, and format legal documents, correspondence, memoranda, and emails from written drafts and transcriptionHandle e-filings and support all stages of the litigation process, from initiation through trialAssemble documents and exhibits for court filings, recordings, hearings, arbitrations, mediations, depositions, and other proceedingsProofread documents to ensure accuracy, correct grammar, and compliance with Firm formatting standardsCreate and update Tables of Contents (TOC) and Tables of Authorities (TOA)Schedule and coordinate appointments, meetings, and deadlines for attorneysMaintain and monitor attorney calendars, ensuring all critical dates are recorded on the master calendarPrepare and process new client/matter intakes per Firm proceduresUtilize computers, transcription equipment, and legal software to efficiently produce and manage documentsArrange travel for attorneys, including hotel, airfare, and ground transportationSort, read, print, and distribute incoming mail and emails to appropriate recipientsAssist with the creation and assembly of marketing materials such as pitch folders, attorney biographies, and PowerPoint presentationsProvide backup and overflow coverage to other attorneys and staff as neededMaintain confidentiality of all Firm, client, and personnel informationAdditional duties may be assigned as required to meet business needsQUALIFICATIONS AND REQUIREMENTSHigh School Diploma or equivalentMinimum of five years of litigation secretary experienceStrong writing, editing, and proofreading skillsProficiency in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with document management systems such as iManage preferredStrong organizational skills with the ability to prioritize workload for multiple attorneysExcellent verbal, written, and telephone communication skills to interact professionally with clients, attorneys, vendors, and staffAbility to operate standard office equipment, including computers, transcription devices, fax machines, and photocopiers with advanced functionsConsistently reliable in attendance and punctualityPHYSICAL REQUIREMENTSProlonged periods of sitting, with frequent standing and walking throughout the dayFrequent use of a computer for reading, writing, and document preparationClear verbal communication in both in-person and telephone interactionsOccasional bending, climbing, and kneeling as neededFine motor coordination for tasks such as writing, typing, using a computer mouse, and operating office equipmentAvailability to work more than 40 hours per week, including overtime when necessaryCapable of lifting up to 10 pounds