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

_Legal Assistant (14 months - temp position) _ We are a small, thriving personal injury firm currently seeking a talented and quick-learning permanent full-time Legal Assistant to fill a 14 months mat leave. Duties of the Legal Administrative Assistant include the following: - Scheduling discoveries, mediations, trials, client appointments, IMEs and maintaining calendars; - Preparing files for opening and closing; - Drafting, filing and serving various court documents; - Drafting and serving various - Interacting with clients via telephone, email and in-person; - Manage file deadlines and maintain an efficient bring-forward (BF) system; and - Other related duties as required. Qualifications and skills of the Legal Administrative Assistant include the following: - Graduate of a Legal Administrative Assistant program (equivalencies will be considered); - Experience in personal injury or litigation (minimum 1-2 years); - Advanced proficiency in Outlook and Microsoft Office; - Excellent English oral and written skills; - Professional manner in communication with clients; - Strong administration and organization skills; - Ability to work with minimal supervision; - Ability to work independently and as part of a team; and - Ability to multi-task and prioritize work. The ideal candidate will have strong references and be a team player. We offer a supportive culture and a flexible schedule. Qualified candidates are invited to submit their cover letter and resume to Harmen Takhar. While we thank all applicants, only those selected for interviews will be contacted. Contract length: 14 months Application deadline: [phone number]07-02 Expected start date: [phone number]07-05 Job Types: Full-time, Temporary Salary: per year Schedule: * 8 hour shift Experience: * Legal Assistant: 1 year (preferred) Work remotely: * No

Example 2

Legal Assistant/Secretary Zeppieri & Associates, a prestigious boutique law firm in North York is looking for an experienced Legal Assistant/Secretary to join our team. Experience in the following area's needed: Family Law Wills/Estate Litigation Real Estate Responsibilities: · Prepare, draft and revise correspondence documents and other documentation, and assist with preparations for trial, examinations for discovery, and other litigation tasks as required. · Prepare, draft and revise correspondence to clients (internal and external). · Professional attitude with maintaining strong client relationship. What You Bring: · Fast and accurate typing speed with excellent attention to detail and diligent proofreading skills · Excellent oral and written communication skills with strong knowledge of grammar and exceptional spelling. · Proficiency with the entire Microsoft Office Suite. Experience with Philips SpeechExec dictation is a plus. · Possess a team-player attitude and keen enthusiasm, and ability to deal with all levels of staff · Detail-oriented and able to effectively meet deadlines. · Decisiveness and an ability to carry out with minimal supervision and direction. · Knowledge and understanding of Ontario’s Rules of Civil Procedure · Ability to appropriately prioritize, follow-up, and adapt to changing priorities in a fast-paced environment If you are interested in learning more about this opportunity, please apply, in confidence. Thank you for your interest in the position. Job Types: Full-time, Permanent Salary: per year Benefits: * Dental care * Extended health care * On-site parking Schedule: * Day shift * Monday to Friday Work remotely: * No

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.

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Legal Secretary job description FAQs

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

A Legal Secretary focuses on a law office’s clerical and administrative duties and may support legal documentation or processes. A Paralegal, however, focuses more on the legal aspect of the work. They often have a legal background and aid legal teams in research, documentation, and prep work for cases.

Who does a Legal Secretary report to?

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. 

Do Legal Secretaries have different responsibilities in different industries?

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. 

What should you look for in a Legal Secretary resume?

Look for candidates who can show excellent attention to detail and organizational skills. Candidates with prior experience or education in law are a good fit for the position, but an understanding of various office administration tasks is crucial. Legal Secretaries spend a lot of time communicating with new and existing clients as well as other law offices, so clear communication skills and a positive attitude are key for this role. Candidates with previous billing and invoicing experience are an asset.

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