Legal Secretary

Naples, FL

Direct Hire

65-75K

This individual is under the direct supervision of the Director of Human Resources or the Office Administrator. The individual in this position will follow established policies and procedures, performing a wide variety of secretarial duties for those attorneys and paralegals to which assigned. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.

Legal Secretary Responsibilities

• Provide confidential administrative support to legal staff; may provide specific secretarial support to a particular legal practice area, such as Litigation, Intellectual Property, Employment Law, Estate Planning, Corporate Business, Creditors’ Rights, etc.
• Manage and coordinate priorities of multiple attorney/paralegal assignments.
• Prepares documents and correspondence requiring knowledge of legal terminology and document formats, such as contracts, briefs, complaints and motions. Possess a working knowledge of e-filing and e-discovery procedures.
• Manage attorneys’ expense reimbursements.
• Maintain electronic calendar for assignments. Make appointments for attorneys, assist with coordination of depositions, court hearings, and other meetings. Arrange conference rooms.
• Sort, distribute and prioritize all incoming mail.
• Maintain all client files. Work with Records Department to close files and send off-site.
• Schedule business travel arrangements when necessary.
• Professional phone etiquette to handle incoming calls from clients and other members of the Firm.
• Open new files by creating New Client/New Case forms.
• Enter attorney and paralegal time into Elite.
• Maintain contact information for assignments using Interaction.
• Perform overflow typing, filing, photocopying as time permits and as requested by other attorneys, Office Administrator, or the HR Department.
• Works closely with other secretarial staff and administrative support staff (billing associates, internal services personnel, etc.).

Legal Secretary Requirements

• Proficient knowledge of firm software and hardware including Outlook, Word, 3E, Excel, Nuance, ChromeRiver; basic ability to operate office equipment such as telephone, copy machine, printer, scanner, fax, and computer; proficient with internet research.
• Knowledge of legal terminology and procedures. Excellent proofreading, grammar and spelling skills a must.
• 5 years of experience (depending on position, experience level may increase) in a mid to large size law firm.
• Accurate typing skills with ability to transcribe legal documents and correspondence at a level of 60 wpm.
• Interpersonal skills necessary in order to communicate and follow the instruction effectively from a diverse group of attorneys and staff and provide information with courtesy and tact.