Office secretaty

Office Secretary with Legal Background — Job Description

Role Summary

Office Secretary (Legal Background) provides administrative and clerical support to legal staff by managing schedules, client communications,document flow, and office operations to ensure timely, accurate case and filing support.

Key Responsibilities

Administrative Support for Legal Staff

Prepare, format, and proofread legal documents (as directed), correspondence, and reports

Maintain organized hard-copy and electronic document systems for case files

Assist with drafting of routine correspondence and document transmittals

Perform data entry and ensure accuracy across case management tools and spreadsheets

Client and Stakeholder Communication

Serve as a primary point of contact for clients and visitors; provide basic guidance and route requests appropriately

Schedule and confirm client meetings, hearings, and consultations

Handle incoming calls and emails in a professional, confidential manner

Maintain communication logs and follow up on outstanding requests

Case Management & Document Coordination

Coordinate document collection, scanning, indexing, and distribution to attorneys

Track deadlines and assist with calendar management (e.g., filings, appointments, renewals)

Prepare documents for filing, including assembling exhibits, appendices, and supporting materials (as permitted by policy)

Maintain chain-of-custody/retention documentation where required by firm practice

Legal Office Operations

Manage office supplies, coordinate vendor requests, and maintain inventory

Support billing/admin tasks as directed (e.g., timesheet collection, basic invoicing support)

Assist with maintaining compliance-ready records and general office procedures

Ensure reception, mailroom, and filing processes run smoothly, refreshment for high profile guests.

Confidentiality & Professional Standards

Maintain strict confidentiality of client information and work product

Follow firm policies and legal/ethical standards for record handling

Use discretion when handling sensitive materials and communications

Required Qualifications

Education & Background

Bachelor of Law or equivalent; additional legal education or certification is a plus.

Experience in a legal office, law firm, or legal-adjacent administrative role preferred

Skills

Strong proficiency with word processing and document formatting (e.g., MS Word)

Comfortable managing calendars and deadlines (advanced scheduling skills preferred)

Strong attention to detail and ability to proofread and maintain accuracy

Professional phone and email communication skills

Solid organizational skills and ability to manage multiple priorities

Additional Strengths

Knowledge of court filing processes (e-filing preferred), if applicable to the role

Experience coordinating subpoenas, discovery documents, or record retrieval (as permitted)

Working Conditions 9-5pm daily routine Monday-Friday.

Typical office environment with periods of high-volume work and strict deadlines

Occasional need to manage urgent client or filing-related requests

To Apply

Submit resume, cover letter, and references highlighting relevant legal administrative experience and document management skills. Info@festrutgroup.com

<