Legal Secretary job description

Job brief

We are seeking a highly organized Legal Secretary to provide comprehensive operational support to our busy legal team. You will play a vital role in our litigation and transactional practice areas, managing the flow of documentation and communication that keeps our operations running smoothly. As a key member of our firm, you will enjoy a professional environment where your attention to detail directly impacts our ability to advocate for our clients. If you are a proactive professional looking to advance your career in a dynamic, fast-paced legal setting, we encourage you to apply.

What is a Legal Secretary?

A Legal Secretary is a specialized administrative professional who serves as the backbone of a law firm or corporate legal department. A Legal Secretary manages complex schedules, coordinates sensitive filings, and maintains accurate records in compliance with jurisdictional court rules and internal governance. By leveraging legal practice management software and advanced document assembly tools, a Legal Secretary ensures that attorneys can focus on litigation and advisory work while maintaining organizational efficiency and high standards of confidentiality.

What does a Legal Secretary do?

On a typical day, a Legal Secretary prepares and formats pleadings, discovery requests, and briefs in adherence to specific court filing protocols like ECF or state-level portals. They facilitate communication between attorneys, clients, and judicial clerks while managing demanding calendars, scheduling depositions, and coordinating travel for multi-jurisdictional proceedings. Beyond document production, a Legal Secretary reconciles billing entries, maintains organized case files in systems like iManage or NetDocuments, and monitors critical docket deadlines to ensure timely regulatory compliance.

Key responsibilities

• Draft, proofread, and finalize complex legal documents including affidavits, motions, and engagement letters using advanced Microsoft Word and Adobe Acrobat Pro features.
• Manage electronic filing processes across federal and state court systems while ensuring strict adherence to court-specific deadlines and procedural formatting requirements.
• Coordinate heavy scheduling for attorneys, including depositions, mediations, client consultations, and travel arrangements across multiple time zones.
• Maintain electronic and physical case files using document management systems like iManage, ensuring all sensitive data remains compliant with firm security policies.
• Facilitate clear communication between the legal team, external counsel, court reporters, and clients to streamline case progress and information exchange.
• Monitor internal docketing systems and automated reminders to track statute of limitations, discovery deadlines, and court-ordered appearance dates.
• Perform time entry, expense tracking, and monthly billing reconciliations for client accounts using integrated legal accounting software like Elite or ProLaw.
• Assist in the preparation of trial binders, exhibits, and presentation materials for court proceedings, arbitrations, and administrative hearings.

Requirements and skills

• Minimum of 3+ years of experience as a Legal Secretary in a fast-paced litigation, corporate, or boutique law firm environment.
• Expert-level proficiency in Microsoft Office Suite, specifically with styles, macros, and track changes features in Word for long-form legal documents.
• Demonstrated technical expertise with document management systems such as iManage, NetDocuments, or Worldox for version control and retrieval.
• Working knowledge of court electronic filing procedures (ECF/PACER) and jurisdictional rules for service and submission of legal paperwork.
• Professional certification such as the NALS Professional Legal Secretary (PLS) or Association for Legal Professionals (ALP) credentials preferred.
• Exceptional ability to manage time-sensitive, confidential, and high-stakes information while maintaining absolute discretion and ethical integrity.
• Strong understanding of legal terminology, citation formats (Bluebook), and the structural nuances of diverse legal filings and correspondence.
• Proven track record of managing high-volume attorney calendars and travel logistics in a deadline-driven, client-focused professional setting.

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