Legal Secretary

Legal Secretary

The Legal Secretary provides administrative and organizational support to the company's Legal Department. This role is responsible for preparing and maintaining legal documents, coordinating schedules and deadlines, managing correspondence, organizing files, and supporting attorneys with corporate, commercial, employment, litigation, and compliance matters.

The ideal candidate is highly organized, discreet, detail-oriented, and comfortable handling confidential information in a fast-paced corporate environment.

Key Responsibilities

Legal and Administrative Support

• Prepare, format, proofread, and revise legal correspondence, agreements, reports, presentations, and other documents.
• Coordinate calendars, meetings, calls, travel arrangements, and deadlines for members of the Legal Department.
• Manage incoming and outgoing correspondence and route matters appropriately.
• Assist with document execution, signature coordination, notarization, and distribution.

Document and File Management

• Maintain organized electronic and physical legal files.
• Track contracts, claims, litigation matters, corporate records, and key legal deadlines.
• Support document retention and records-management requirements.
• Assist with the collection and organization of documents for audits, investigations, litigation, and regulatory matters.

Contract and Corporate Support

• Assist with contract intake, routing, approval, and tracking processes.
• Maintain contract databases and monitor renewal, expiration, and notice dates.
• Support corporate governance activities, including preparation and maintenance of resolutions, meeting materials, entity records, and organizational documents.
• Coordinate with internal departments and external counsel regarding legal documentation and information requests.

Litigation, Claims, and Compliance Support

• Help organize discovery materials, pleadings, exhibits, and case files.
• Track litigation, claims, subpoenas, and responses.
• Process legal invoices and assist with legal department budgeting and expense tracking.
• Support compliance initiatives, policy administration, and employee training coordination.

Confidentiality and Communication

• Handle sensitive legal, employee, and business information with a high degree of confidentiality.
• Communicate professionally with executives, employees, customers, vendors, government agencies, and outside counsel.
• Exercise sound judgment in prioritizing urgent and confidential matters.

Qualifications

Education

• High school diploma or GED required.
• Associate degree, paralegal certificate, or legal studies coursework preferred.

Experience

• 35 years of legal secretarial, executive administrative, or law-office experience preferred.
• Corporate legal department experience is highly desirable.
• Experience supporting contracts, litigation, employment matters, or corporate governance is a plus.

Skills and Competencies

• Strong organizational and time-management skills.
• Excellent written communication, grammar, proofreading, and document-formatting abilities.
• High attention to detail and ability to manage multiple deadlines.
• Strong discretion and commitment to confidentiality.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and document-management systems.
• Ability to work independently and collaboratively with minimal supervision.

Key Success Measures

• Accuracy and quality of legal documents.
• Timely completion of assignments and deadline management.
• Organization and accessibility of legal records.
• Responsiveness to attorneys and internal stakeholders.
• Protection of confidential and privileged information.