Legal Secretary

Job Description

Job Description

The Legal Secretary is the first voice and first face of O'Connor Family Law. Every person who calls or walks through our door will form their first impression of this firm through you. That is not a small thing, and we don't treat it as one.

Your job is not to answer legal questions or solve problems. Your job is to make every caller and visitor feel they have reached a capable, professional, and caring team and then get them to the right person as efficiently as possible. You are the connector. The gatekeeper. The tone-setter.

This role sits within the Administrative and Operations team and reports directly to the Director of Operations.

This role will also provide back-end support to operations and the legal team as work capacity allows, including tasks like organization and management of case files, handling case-related data entry, redacting documents, and so forth.

$18 - $25 hourly

Client-facing communication

• Answer all inbound calls promptly and professionally using the firm's standard greeting and call protocols

• Identify whether callers are potential new clients, existing clients, or general inquiries, and route each call appropriately

• Collect basic intake information from potential new clients (name, contact details, general nature of inquiry) and hand off to the New Client Development team

• Handle emotional, distressed, or difficult callers with composure and empathy, de-escalating where needed and routing to the appropriate person

• Greet and check in clients who arrive at the office, ensuring they feel welcomed and informed

Scheduling and systems

• Schedule appointments for potential new clients in Lawmatics (CRM)

• Schedule appointments for existing clients in Clio (CMS)

• Manage the unavailability protocol: offer secondary contacts, schedule callbacks, and take detailed messages when staff are unavailable

• Maintain accurate and complete call logs and message records

Operations support

• Support the administrative team with overflow tasks as directed by the Director of Operations

• Maintain a clean, organized, and welcoming front desk environment

• Follow all firm SOPs and communication protocols consistently

• Participate in training, onboarding exercises, and team meetings as required

Paralegal & case support

• Redact personally identifiable and sensitive information from discovery documents, financial affidavits, and exhibits, following the firm's redaction protocol and paralegal instructions

• Organize and maintain physical and digital case files in Clio, following firm naming and filing conventions so paralegals can locate documents without delay

• Enter client-provided documents and update case status fields in Clio as directed by paralegal staff

• Prepare draft correspondence, cover sheets, and document templates for paralegal review and sign-off (you do not send or file anything without paralegal approval)

• Calendar court dates, deadlines, and filing windows as instructed by paralegal staff, and flag any scheduling conflicts immediately

• Assemble and print filing packets and exhibit binders; run documents to the courthouse or post office as needed

• Maintain strict confidentiality over all case materials and follow the firm's data-handling and chain-of-custody protocols at all times

Preferred

• Prior experience in a customer-facing reception, front desk, or greeter role

• Experience in a professional services environment (legal, medical, financial, or similar)

• Comfort with CRM or scheduling software (experience with Lawmatics or Clio is a plus, not a requirement)

• Strong verbal communication skills — clear, warm, and professional on the phone

• Experience with document redaction, scanning/filing, or data entry in a legal or professional services setting is a plus, not a requirement

Required

• High school diploma or equivalent

• Ability to work full-time, in-office, Monday through Friday

• Proficiency with standard office technology (computers, phones, scheduling tools)

• Demonstrated reliability and punctuality

• Strong attention to detail — mistakes in redaction, filing, or data entry carry real consequences for clients and cases

• Ability to maintain strict confidentiality when handling sensitive case materials

Our primary office is in Westborough/Worcester, but also have an office in Hanover.

O'Connor Family Law is one of Massachusetts' fastest-growing family law firms, dedicated to helping individuals and families navigate divorce and custody matters with clarity, compassion, and practical guidance. Since opening our doors, we've represented more than 1,500 families and are committed to serving thousands more. We also have attorneys who practice in RI and NH.

We're building the future of family law by integrating artificial intelligence and innovative technology to improve efficiency, reduce litigation costs, and give our team more time to focus on what matters most: clients.

Everything we do is guided by our C.H.A.N.G.E. values: Courage, Honesty, Ambition, Navigation, Growth, and Empowerment. If you're looking for a firm that embraces innovation, continuous improvement, and exceptional client service, we'd love to meet you.