Legal Secretary

Legal SecretaryPosition OverviewWe are seeking a skilled Legal Secretary to support attorneys and legal teams by managing clerical, administrative and litigation support tasks. The ideal candidate will draft and format pleadings, motions and briefs, maintain case files and dockets, coordinate discovery and depositions, and ensure timely court filings and billing. This role requires strong attention to detail, confidentiality, and proficiency with legal research platforms, e-filing systems, practice management and office software.

Key ResponsibilitiesPrepare, format and proofread pleadings, motions, briefs, correspondence and other court filings to firm and court standards.

Perform legal research support and locate citations using LexisNexis, Westlaw and other resources as directed.

Manage case files and case management systems: docketing, calendaring deadlines, tracking statute of limitations, and maintaining matter records.

E-file documents with courts using CM/ECF and other e-filing portals; prepare and assemble PDF exhibits and filings using Adobe Acrobat.

Transcribe and format dictated material using digital dictation software (Dragon/Nuance) and other transcription tools; ensure accurate final documents.

Coordinate depositions and hearings: scheduling court reporters, witnesses, and meeting logistics; prepare exhibits and trial binders.

Support discovery management and document review: organize productions, Bates-stamp exhibits, prepare privilege logs and manage document control.

Assist with trial preparation, including trial exhibit indexing, labeling, and assembling trial notebooks and electronic exhibit files.

Perform billing and timekeeping tasks using Elite 3E, Aderant, Timeslips or similar systems; ensure timely and accurate time entry and expense tracking.

Maintain client intake procedures and initial client communications; prepare new matter files and retainer documentation.

Manage file and records maintenance, including physical and electronic filing, retention schedules and secure destruction when appropriate.

Ensure strict confidentiality and compliance with firm policies, court rules and ethical obligations.

Proofread documents for grammar, punctuation, citation format and legal formatting (Word legal formatting conventions).

Provide general administrative support:

calendar management in Outlook, phone and email communications, travel arrangements and meeting preparation.

Serve as Notary Public or coordinate notary services as required; assist with client-facing tasks while maintaining professional client service standards.

QualificationsMinimum 3 years of experience as a legal secretary, litigation assistant or paralegal supporting complex litigation or transactional practice areas.

Proven experience preparing pleadings, motions and appellate and trial documents; strong legal formatting and proofreading skills.

Proficiency with legal research platforms (LexisNexis, Westlaw) and familiarity with case management and docketing systems.

Hands-on experience with court e-filing (CM/ECF) and Adobe Acrobat for PDF assembly and exhibit preparation.

Comfortable with digital dictation/transcription tools (Dragon/Nuance) and standard office software (Microsoft Word, Excel, Outlook).Experience with billing and timekeeping systems such as Elite 3E, Aderant or Timeslips a plus.

Strong organizational skills with the ability to manage multiple matters, prioritize deadlines and maintain meticulous file records.

Excellent written and verbal communication skills, professional demeanor and client-service orientation.

High level of discretion and commitment to confidentiality and compliance with ethical and firm policies.

Notary Public commission preferred or willingness to obtain upon hiring.

BenefitsMedical, dental, vision, life insuranceMatching 401(k) contribution up to 4% of your voluntary contributionFully paid public transit passPaid time off (PTO).