Legal Secretary
Job Description
The Phoenix Group Advisors is conducting a search for an Executive Assistant (Legal Secretary) for a professional services firm specializing in legal support functions. The role provides high-level administrative and legal support to attorneys and the legal team, managing complex calendars, legal documentation, and courtroom logistics.
The Executive Assistant (Legal Secretary) owns the coordination of legal workflows, facilitates communication between internal and external stakeholders, and manages legal documentation and matter tracking. The position ensures administrative efficiency, legal compliance, and supports attorney productivity and client service.
• Manage complex multi-time zone calendars, deadlines, and schedule meetings, events, and travel
• Serve as primary liaison with attorneys, clients, courts, vendors, and internal departments
• Oversee travel arrangements aligned with firm policies to maximize attorney efficiency
• Prepare agendas, minutes, legal documents, and meeting materials for attorneys
• Draft, format, and manage pleadings, correspondence, trial binders, and exhibits
• Handle matter openings (MOFs), track statuses, and ensure accurate matter documentation
• Process timesheets, expense reports, and coordinate billing with the Business Center
• Conduct legal research, background checks, and file formation and legal documents
• Maintain physical and electronic legal files, client records, and minute books
• Manage court filings, scheduling remote appearances, depositions, and document deliveries
• Coordinate with process servers, court reporters, and record transcripts
Core Qualifications:
- 5+ years senior administrative or legal support experience, law firm preferred
- Associate degree required; Bachelor’s preferred
- Exceptional organizational and time management skills
- Strong written and verbal communication with executive professionalism
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint)
- Expertise in Outlook calendaring, MS Teams, and Zoom
- Experience with legal research and electronic filing systems (e-filing portals)
- Knowledge of court procedures, legal formats, and document management
- Ability to handle confidential information with discretion
- Excellent judgment, problem-solving skills, and ability to prioritize in high-pressure settings
Core Technical Skills:
Legal Document Preparation
E-Filing and Court Filings (Federal, State, Appellate)
Legal Research (UCC, liens, litigation, bankruptcy)
Matter Management Software
Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Zoom, MS Teams
Travel Logistics Coordination
File Management (Electronic & Physical)
Impact of the Role:
This role ensures seamless legal operations and enhances attorney productivity through efficient management of legal workflows, documentation, and court proceedings.
The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.
Meet Your Recruiter
Joseph Ramos
Principal Recruiter
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