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Legal Secretary Job Description: Top Duties and Requirements

A Legal Secretary provides both administrative duties and legal support to a legal team. Their responsibilities may include answering phones, scheduling appointments, sending emails, and preparing a wide range of legal documents.

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Legal Secretary duties and responsibilities

A Legal Secretary has many essential duties and responsibilities that help keep a law office running. Their duties range from general administrative tasks to specific work on legal documents and processes. General duties and responsibilities may include:

  • Drafting documents such as subpoenas, motions, and summonses
  • Filing case documents for Lawyers, Paralegals, and Law Clerks
  • Communicating with clients or other Lawyer’s offices through email, phone, or in-person meetings
  • Faxing and making copies of legal documents as needed
  • Billing and invoicing clients
  • Supporting other legal professionals with research
  • Acquiring records for cases to use in court
  • Managing general office administrative tasks such as arranging meetings, keeping track of office supplies, and ordering lunch
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Legal Secretary Job Description Examples:

Example 1

About us

Mona Jodoin Law Corp is a small business in Ile Des Chenes, MB R0A0T0. We are professional, and our goal is to Provide legal services to Southeastern Manitoba through our Steinbach and Ile des Chenes branches. Our offices are tight knit groups that work well together and cooperate to assist each other to be sure our clients have the best possible service at the most affordable price we can provide them.

Our work environment includes:
  • Modern office setting

    Our organization is currently seeking a Legal Secretary with experience working in a fast paced law office environment that is willing to attend to all tasks required of them to ensure the most productive operation of the office and to work with others to be sure our cleints are served promptly, well and our office runs smoothly. This position is as much a legal secretary position as an office co-ordination position, with tasks varying from answering phones, attending to receptionist duties, accounting, and preparing documents for Corporate, Family and Real Estate clients, to name just a few. The successful candidate will assist lawyers who are working on a variety of different matters and areas of practice and will be responsible for ensuring that deadlines are met and every detail of each client matter is handled promptly and effectively, and every client and co-worker is treated respectfully. All qualified applicants are encouraged to apply however we confirm that only candidates that will be interviewed, will be contacted. We thank all applicants for their interest.

    Job Type: Full-time

    Benefits:
  • Flextime
  • On-site parking
    Flexible Language Requirement:
  • French not required
    Schedule:
  • 8 hour shift
  • Day shift
  • Monday to Friday
  • No weekends
    Supplemental pay types:
  • Retention bonus

    Ability to commute/relocate:
  • Ile Des Chenes, MB R0A0T0: reliably commute or plan to relocate before starting work (required)

    Education:
  • Secondary School (required)

    Experience:
  • Office: 2 years Location: One location

    • Example 2

    With nearly 70 years of practice in Chesley and the surrounding area, Loucks & Loucks continues to provide trusted services to the community and its clients. The Firm is located in the heart of Chesley, Ontario - a rural agricultural area complimented by its scenery and welcoming sense of community. Our office building has recently undergone substantial renovations to double its size and ensure our practices align with COVID-19 protocol.

    Our Firm is searching for a Legal Secretary to join our established Team. This is a key position in providing administrative support to our Associate Lawyers and working with our talented team of secretarial staff. This position offers long-term growth and professional development opportunities, as well as access to a defined pension plan and a comprehensive benefits package.

    Responsibilities:
  • Prepare correspondence and legal documents.
  • Review and proofread documents for errors and to make sure they comply with legal procedures.
  • Schedule appointments and meetings.
  • Maintain electronic and physical filing system.
  • Correspond with clients as required, via phone and/or email.
  • Maintain and comply with general office, administrative tasks as required.

    Key Requirements
  • Must be proficient on a computer.
  • Experience with legal software programs an asset.
  • Long-term aspirations to grow within Firm.

    Compensation
  • Remuneration commiserate with experience.
  • Pension
  • Comprehensive benefits package

    Job Types: Full-time, Permanent

    Benefits:
  • Company events
  • Company pension
  • Dental care
  • Disability insurance
  • Extended health care
  • Life insurance
  • Paid time off
  • Vision hour shift

    • Example 3

    J O B D E S C R I P T I O NTitle: File Administrator

    Revision Date: 30-MAY-2022Page #: *1
  • of *2*

    Strosberg Sasso Sutts LLP
    Doc. #: Revision Level: *B*

    1. JOB TITLE Description:

    1.1 The File Administrator or designate will be responsible for the administration of legal files at
    Strosberg Sasso Sutts LLP (the �firm�).

    2. Reporting Relationships:

    2.1 This position directly reports to: Supervising Lawyer(s)
    2.2 This position indirectly (dotted line) reports to: Human Resources Manager

    3. Responsibilities AND Authorities:

    The responsibilities and authorities for this position include, but are not limited to:

    3.1 Preparation and drafting of legal documents (including pleadings) and correspondence
    3.2 Responsible for follow up with the supervising lawyer concerning work activities including limitation periods
    3.3 Acting as liaison between clients and lawyers including providing assistance in the scheduling of client meetings and/or court appointments
    3.4 Maintaining and managing calendars related to legal matters
    3.5 Managing all incoming and outgoing correspondence including emails and ensuring all of these documents are properly maintained in the firm�s document management system
    3.6 Opening and closing files
    3.7 Docket entry (when advised) into the firm�s accounting system
    3.8 Preparation of client invoices
    3.9 Promoting an atmosphere of team work at all times
    3.10 Ensuring that a clean and safe work environment is always maintained
    3.11 Assisting in any way to any staff member or lawyer, necessary to promote a successful operation emphasizing client satisfaction
    3.12 Other duties as required

    4. Health & Safety Responsibilities:

    4.1 The File Administrator is responsible for complying with the firm Health & Safety Program including the Occupational Health & Safety Act, WHMIS regulations and firm Health & Safety policies.

    5. Minimum Education AND/OR Designation Requirements:

    This position requires the following minimum education qualifications:

    J O B D E S C R I P T I O NTitle: File Administrator

    Revision Date: 30-MAY-2022Page #: *2
  • of *2*

    Strosberg Sasso Sutts LLP
    Doc. #: Revision Level: *B*

    5.1 Must possess a secondary school diploma or equivalent, with preference given to those who have completed some or all of a College level program related to the administration of legal files.

    6. Minimum WORK Experience Requirements:

    This position requires the following minimum work experience qualifications:

    6.1 Must have at 2-3 years experience working in a fast-paced legal environment.

    7. Minimum Training Requirements:

    This position requires the following minimum training:

    7.1 Workplace Violence & Harassment Training
    7.2 Firm Policy & Standard Operating Procedure awareness
    7.3 New Employee Orientation (when required)
    7.4 Document Management System Training (eDocs)

    8. OTHER Requirements:

    8.1 Excellent client service and interpersonal skills
    8.2 Strong verbal and written communication skills
    8.3 Excellent organizational skills, with the ability to work well under pressure
    8.4 Ability to manage multiple priorities while paying strong attention to detail
    8.5 Strong technical skills (including Microsoft Office)

    Note:

    The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. Job descriptions will be reviewed and may be revised as required.

    Job Types: Full-time, Permanent

    Salary: $17.00-$25.00 per hour

    Benefits:
  • Company pension
  • Employee assistance program
  • Extended health care
  • Life insurance
    Schedule:
  • 8 hour shift
  • Day shift
  • Monday to Friday

    COVID-19 considerations:
    Lawyers and staff are required to be fully vaccinated for COVID-19 to work in the office.
    Covid protocols are in accordance to the specifications of our local health unit.

    Ability to commute/relocate:
  • Windsor, ON: reliably commute or plan to relocate before starting work (preferred)

    Education:
  • Secondary School assistant: 2 years (preferred)

    • What does a Legal Secretary do?

    A Legal Secretary plays a vital role in a legal firm or department. They’re tasked with managing phone calls, emails, and documents. They also assist with preparing meetings, lunches, and important events for clients. A Legal Secretary can work in any legal environment, from a small law firm to a corporate legal department. They ensure all other legal staff have the time and resources they need to do their jobs well.

    Legal Secretary skills and qualifications

    There are many skills a Legal Secretary will need to be successful in their role. Some hard and soft skills are necessary, including:

    • Organization for managing communications, documents, and scheduling events
    • Interpersonal skills for communication with clients, Lawyers, other legal support staff, and other offices or vendors
    • Clear and concise written skills to ensure efficient and accurate communication
    • Strong values of honesty, transparency, and ethics
    • Attention to detail for reviewing important documentation
    • Legal knowledge and understanding
    • Proficiency with computer software like the Microsoft Office suite

    Legal Secretary experience requirements

    Look for a Legal Secretary with a strong administrative background in administration. Candidates who have already worked in a legal office are preferable, but administrative skills are transferrable to any field. One or two years of experience working in administration in an office setting is sufficient. Candidates who completed relevant internships in a legal office should be well-prepared for the role.

    Legal Secretary education and training requirements

    Legal Secretaries need a high school diploma, GED, or higher academic certification. Look for candidates with an associate or bachelor’s degree in business administration or a related field. There are several post-secondary programs across Canada that offer legal administration courses to prepare candidates for the role. Legal Secretaries with some pre-law courses are an asset, but if you already have Paralegals on staff, a Legal Secretary generally does not need in-depth law knowledge to be successful.

    Legal Secretary salary expectations

    According to Indeed Salaries, the average salary for a Legal Secretary in Canada is $20.69 per hour. This depends on a variety of factors, including the office’s location, the candidate’s previous work experience, academic certifications, and the hiring company.

    Job description samples for similar positions

    If the Legal Secretary job description sample is not what you are looking for, other options for review include:

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    Legal Secretary job description FAQs

    What is the difference between a Legal Secretary and a Paralegal?

    Often a Legal Secretary reports to one or more Lawyers to support them in their day-to-day administrative work. They will most often work with the most senior of these Lawyers as their assistant. However, they may aid all office employees.

    Who does a Legal Secretary report to?

    As there are several types of law to practice, there are slight differences in a Legal Secretary’s responsibilities within different offices or fields. For example, in real estate law, a Legal Secretary needs strong numeracy and financial skills to aid in documentation and reporting related to the fast-paced, ever-changing industry. For offices that specialize in family law, Legal Secretaries may have responsibilities pertaining specifically to working with the families of clients.

    Job Description Examples

    Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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