What are the responsibilities and job description for the Experienced Legal Secretary position at Pile Law Firm?
Job Title: Legal Secretary
Location: Pile Law Firm - Blue Bell, PA Office
Position Type: Full-Time
Salary: Commensurate with experience
About the Role
Pile Law Firm is seeking a proactive, highly motivated Legal Secretary with at least two years of experience in a boutique law firm environment supporting 2-4 attorneys and 4 paralegals. This role is essential to the seamless operation of our tech-savvy, high-accountability firm, where you will be responsible for managing the founding attorney’s email, calendar, and travel arrangements, and providing direct support across our team. If you’re a self-starter who can adapt quickly, meet or exceed goals, and thrive in an innovative environment, this role may be perfect for you.
Responsibilities
Client & Calendar Management
- Act as the primary point of contact for client engagement, including greeting clients and assisting with consultations.
- Open and manage new client files, ensuring accurate entry and compliance with firm standards.
- Maintain the firm’s master calendar, including all scheduling and deadlines, as well as the founding attorney’s email, calendar, and travel arrangements.
- Coordinate trial preparations, court document requests, and manage travel arrangements as necessary; facilitate e-filing of legal documents.
File & Document Custodianship
- Organize and maintain physical and digital files, ensuring accurate scanning, storage, and accessibility.
- Serve as the custodian for original documents, upholding firm standards for file integrity.
- Process incoming and outgoing mail and checks with meticulous attention to detail.
Office Management & Operational Support
- Oversee office functions, including managing inventory, coordinating with external vendors, and arranging for couriers and delivery services as needed.
- Serve as the point of contact for maintenance and emergency issues such as power outages.
- Prepare the office for in-person consultations, team meetings, and trial readiness; assist with social media marketing and content creation.
- Support onboarding by setting up phones, computers, and essential training documentation for new hires.
Special Event & Marketing Assistance
- Provide support for after-hours or weekend events as needed, including taking photos or videos.
- Represent the firm’s core values and positive client engagement in networking and community events.
Witness & Notary Responsibilities
- Serve as a PA Notary Public, witnessing will signings and assisting in the preparation of legally binding documents.
Qualifications
Required
- At least two years of experience as a Legal Secretary in a boutique law firm environment.
- High level of technology proficiency; must be comfortable in a tech-driven, innovative environment.
- Self-starter with a demonstrated ability to adapt quickly and respond effectively under pressure.
- Strong organizational skills with meticulous attention to detail.
- Excellent communication skills, both written and verbal, and the ability to prioritize tasks independently.
- Experience working in a high-accountability culture and accustomed to meeting or exceeding goals.
- Flexibility to work occasional evenings and weekends as required.
Preferred
- Experience with MyCase or similar case management software.
- Familiarity with attorney time entry and billing software.
- Active interest in ongoing professional development within the firm.
- Active PA Notary certification.
Benefits
- 401(k) with matching
- Dental, Vision, and Health Insurance
- Paid Time Off and Flexible Scheduling
- Professional Development Assistance
Work Schedule
- 8-hour shifts, Monday to Friday (8:30 am - 5:00 pm) with flexibility for weekend events on occasion.
Additional Requirements
- Small billable hour requirement.
- Salary is commensurate with experience