Legal Secretary

Role Overview

The Legal Secretary plays a vital role in streamlining administrative, operational, and project support functions for attorneys and practice groups. This position ensures the seamless management of schedules, client communications, legal document preparation, and practice-related initiatives, contributing to efficient firm operations and exceptional client service.

Key Responsibilities

• Manage detailed calendars for attorneys, including scheduling appointments, deadlines, travel arrangements, and conference calls; proactively track key dates to ensure timely deliverables.
• Serve as a primary point of contact for internal and external communications via phone, email, and in-person inquiries; screen and prioritize messages, and facilitate effective follow-up.
• Create and maintain client and matter lists within Outlook, Salesforce, and other CRM platforms; ensure contacts are current and accurately documented.
• Oversee electronic and paper file management in compliance with firm policies; ensure confidentiality, accuracy, and ease of retrieval.
• Assist with preparation and coordination of auditor requests, response letters, and opinion documents.
• Use workflow software to open and close legal matters, process conflict checks, draft engagement letters, and manage client data transfers adhering to data security policies.
• Demonstrate advanced knowledge of firm policies including conflict checks, client intake, and record-keeping protocols; accurately log billable work tasks and time.
• Prepare, edit, proofread, and finalize complex legal and administrative documents, correspondence, and forms with attention to detail.
• Coordinate practice-related projects such as group meetings, client research, industry reports, and event planning; interpret objectives, create timelines, and ensure timely completion.
• Support attorneys’ client relationship management efforts, including preparing pitch materials, tracking leads, updating databases, and facilitating client meetings.
• Collaborate with billing, finance, marketing, IT, and other departments to ensure accurate billing, client satisfaction, and project coordination.
• Manage attorney time entry by reviewing, editing, and submitting billable hours; remind attorneys of deadlines and collaborate on adjustments.
• Assist in budgeting efforts, including responding to client requests, preparing cost projections, and tracking incurred expenses.
• Coordinate invoice preparation, review prebills, generate reports, and support collections processes.
• Prepare and reconcile travel and expense reimbursements; arrange invoice payments and process check requests.

Core Qualifications & Requirements

• Bachelor’s or Associate’s degree in business, finance, or a related field; relevant certifications highly preferred.
• Minimum of 3 years supporting attorneys, including partners, in law firms or professional services settings.
• Proven experience managing complex schedules, legal documentation, and high-volume administrative tasks.
• Strong project management skills with experience coordinating cross-functional initiatives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, DocuSign, electronic filing platforms, document management systems (e.g., iManage), CRM platforms (e.g., Salesforce), and legal billing/time-tracking software (e.g., Aderant, 3E).
• Ability to quickly learn and adapt to new technologies and software tools.
• Excellent communication skills, with a focus on professionalism, diplomacy, and client-centric service.
• Exceptional organizational skills with keen attention to detail and the ability to prioritize multiple deadlines.
• Strong judgment, problem-solving skills, and discretion in handling confidential information.
• Demonstrated ability to build and maintain positive internal and external relationships.
• Self-motivated with a continuous improvement mindset; proactive in seeking learning and process enhancement opportunities.
• Flexibility to travel as needed and work extended hours to meet pressing deadlines.

Nice-to-Have Qualifications

• Previous experience supporting real estate legal practice or similar practice areas.
• Familiarity with legal practice workflows and practice management platforms.
• Exposure to social media or legal marketing initiatives.

Core Technical Skills

• Legal Practice Management Systems (e.g., Aderant, 3E)
• Document Management & File Sharing (e.g., iManage, SharePoint)
• Customer Relationship Management (CRM platforms, e.g., Salesforce)
• Legal Billing & Timekeeping (e.g., Elite, Bill4Time)
• Communication & Collaboration Tools (Microsoft Teams, Zoom)
• Expense & Travel Reimbursement Software
• Legal Document Preparation (Word, Adobe Acrobat, DocuSign)

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.