Legal Secretary

As a Legal Secretary, provide high-level administrative and legal support to attorneys by efficiently managing complex calendars, coordinating meetings, and ensuring seamless office operations. You will be responsible for facilitating the new matter intake process, including conflict checks and memo preparation.

Client Details

Law Firm

Description

• Manage and prioritize multiple attorney calendars, resolving scheduling conflicts and ensuring critical deadlines are met.
• Oversee the conflict check process and prepare new matter memos in compliance with firm protocols.
• Coordinate all aspects of domestic and international travel, including flights, accommodations, and itineraries, in partnership with the firm's travel vendor.
• Review and triage incoming mail and electronic communications, prioritizing and routing correspondence appropriately.
• Draft, edit, and format legal correspondence and documentation using Microsoft Word with a high degree of accuracy and attention to detail.
• Accurately enter attorney time records into the InTapp timekeeping system, ensuring compliance with billing guidelines.
• Organize and maintain attorney emails in Outlook to support efficient communication and task management.
• Professionally screen and handle incoming calls, taking clear and concise messages and directing inquiries as needed.
• Prepare and submit attorney expense reimbursements using Chrome River, adhering to internal guidelines.
• Schedule and coordinate meetings, conference calls, and internal/external events, working closely with office and conference services teams.
• Maintain strict confidentiality of all client, matter, and firm-related information.
• Organize and maintain department files both electronic and physical to support information retrieval and compliance.
• Operate standard office equipment, including high-volume copiers, printers, and scanners.

Profile

Technical Skills

• Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
• Advanced document formatting and legal correspondence drafting
• Experience with legal billing and timekeeping systems (e.g., InTapp, Elite, Aderant)
• Familiarity with expense reporting systems (e.g., Chrome River)
• Skilled in managing document management systems (DMS) and file organization
• Competent in using standard office equipment (copiers, scanners, conference tools)

Legal Knowledge & Administrative Expertise

• Understanding of legal terminology, court procedures, and legal documentation
• Experience with conflict check procedures and new matter intake
• Knowledge of legal time entry and billing practices
• Calendar management for multiple attorneys with complex scheduling needs
• Meeting and travel coordination (domestic and international)
• File and email organization compliant with legal recordkeeping standards

Communication & Interpersonal Skills

• Strong written and verbal communication abilities
• Excellent phone etiquette and message-taking skills
• Professional demeanor when interacting with clients, vendors, and staff
• Ability to maintain strict confidentiality of sensitive legal and client matters

Organizational & Time Management Skills

• Exceptional attention to detail and proofreading accuracy
• Ability to manage multiple tasks and deadlines in a fast-paced legal environment
• Prioritization skills for handling incoming emails, mail, and meeting requests
• Self-motivated and capable of working independently or in a team

Preferred Qualifications

• 3-5+ years of experience as a Legal Secretary, or Administrative or Legal Assistant in a law firm or corporate legal department
• Experience supporting attorneys in litigation, transactional law, or other practice areas

Job Offer

Must be immediately available

MPI does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law. MPI encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.