Legal Secretary

At Vintti, we specialize in providing US businesses with staffing solutions that feel local. By connecting companies with Latin American professionals operating in compatible time zones, we ensure that work schedules align naturally with US business hours. This temporal harmony facilitates immediate response times, efficient project management, and a cohesive team dynamic regardless of physical location.

A Legal Secretary plays a crucial role in law offices by providing essential administrative support to attorneys, paralegals, and other legal professionals. They are responsible for organizing and managing legal documentation, preparing and filing court documents, and maintaining client records. Additionally, they often handle scheduling, coordinate meetings, and communicate with clients and court personnel. By ensuring that legal processes run smoothly and efficiently, Legal Secretaries help law firms and legal departments maintain high levels of productivity and client satisfaction. Their meticulous attention to detail and strong organizational skills are key assets in a demanding legal environment.

- High school diploma or equivalent; post-secondary education in legal studies or related field preferred.
- Minimum of 3 years of experience as a legal secretary or in a similar administrative role within a law firm.
- Proficiency in legal terminology, procedures, and document formatting.
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Proficiency with legal software and databases (e.g., LexisNexis, Westlaw, PACER).
- Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Exceptional attention to detail and accuracy.
- Ability to handle confidential and sensitive information with discretion.
- Strong time-management skills and ability to prioritize tasks effectively.
- Familiarity with court filing processes and e-filing systems.
- Basic understanding of billing procedures and invoice management.
- Strong research skills and ability to conduct legal research.
- Proven ability to work independently and as part of a team.
- Excellent interpersonal skills and ability to interact with clients, attorneys, and court personnel professionally.
- Ability to adapt to changing priorities and manage multiple deadlines.
- Experience with scheduling and calendar management.
- Problem-solving skills and resourcefulness.
- Commitment to continuous learning and professional development.

- Prepare and draft legal documents such as pleadings, motions, summonses, and subpoenas.
- Schedule and coordinate appointments, court dates, and meetings.
- Transcribe and proofread legal documents, correspondence, and reports.
- Organize and maintain electronic and physical case files.
- Conduct legal research using databases and other resources.
- Communicate with clients, witnesses, and court personnel.
- Develop and maintain legal document filing systems.
- Assist with trial preparation, including assembling exhibits and preparing witness lists.
- Process and manage incoming and outgoing mail.
- Handle confidential information with discretion.
- Track legal deadlines and coordinate with attorneys.
- Prepare and process documents for e-filing with courts.
- Manage and reconcile billing activities, including preparing invoices.
- Compile and organize information for attorney review.
- Utilize legal software and databases for case management and document preparation.
- Support attorneys with administrative tasks such as expense reports and travel arrangements.
- Monitor and prioritize incoming communications and respond or route appropriately.
- Liaise with other legal professionals, staff, and external parties.
- Maintain office supplies and ensure administrative resources are functioning.

The ideal candidate for the Legal Secretary position will possess at least 3 years of experience in a similar administrative role within a law firm, demonstrating proficiency in legal terminology, procedures, and document formatting. This individual will have a high school diploma or equivalent, with a preference for post-secondary education in legal studies or a related field. They will exhibit exceptional attention to detail, strong organizational skills, and the ability to multitask effectively while managing multiple deadlines. Advanced proficiency in Microsoft Office Suite, as well as familiarity with legal software and databases like LexisNexis, Westlaw, and PACER, is essential. The candidate will display outstanding verbal and written communication skills, with the capability to interact with clients, attorneys, and court personnel professionally. Their adeptness at handling confidential information discreetly, combined with excellent time-management abilities and problem-solving skills, will ensure they succeed in a dynamic and demanding environment. A proactive, positive attitude, and a commitment to continuous learning and professional development, coupled with the capability to work both independently and collaboratively within a team, will set this candidate apart. Their ability to adapt to changing priorities, maintain strong ethical standards, and demonstrate reliability and resourcefulness will make them an invaluable asset to the legal team.

- Prepare and draft legal documents, including pleadings, motions, summonses, and subpoenas.
- Schedule and coordinate appointments, court dates, and meetings for attorneys and clients.
- Transcribe and proofread legal documents, correspondence, and reports to ensure accuracy.
- Organize and maintain case files, including indexing and filing documents electronically and physically.
- Conduct legal research using databases and other resources.
- Communicate with clients, witnesses, and court personnel to relay information and gather necessary documentation.
- Develop and maintain filing systems for legal documents and supporting case information.
- Assist with trial preparation, including assembling exhibits, organizing files, and preparing witness lists.
- Process and manage incoming and outgoing mail, including scanning and distributing correspondence.
- Handle confidential information with the utmost discretion and integrity.
- Track legal deadlines and coordinate with attorneys to ensure timely completion of required tasks.
- Prepare and process documents for e-filing with courts and other relevant legal authorities.
- Manage and reconcile billing activities, including preparing invoices and following up on outstanding payments.
- Compile and organize information for attorney review and case updates.
- Utilize legal software and databases to manage case information and document preparation.
- Support attorneys with administrative tasks such as expense reports, travel arrangements, and calendar management.
- Monitor and prioritize incoming communications, including emails and phone calls, and respond or route them appropriately.
- Liaise with other legal professionals, staff, and external parties to coordinate activities and exchange information.
- Maintain office supplies and ensure administrative resources are available and functioning.

- High attention to detail
- Strong organizational skills
- Excellent multitasking abilities
- Outstanding communication skills
- High degree of professionalism
- Ability to handle sensitive information discreetly
- Strong time-management skills
- Capability to work independently
- Effective team collaboration skills
- Proficiency with legal terminology and procedures
- Advanced proficiency in Microsoft Office Suite
- Familiarity with legal software and databases
- Ability to prioritize tasks effectively
- Strong research skills
- Confidence in interacting with clients and legal professionals
- Adaptability to changing priorities
- Problem-solving skills
- Resourcefulness
- Commitment to continuous learning and professional development
- Dependability and reliability
- Positive attitude and willingness to assist
- Proactive approach to tasks
- Flexibility with work demands and deadlines
- Strong ethical standards

- Competitive salary range: $55,000 - $75,000 annually
- Comprehensive health benefits: medical, dental, and vision insurance
- Retirement savings plan with company match (401(k) or similar)
- Paid time off (PTO) including vacation, sick leave, and personal days
- Paid holidays
- Flexible work hours and remote work options
- Professional development and continuing education opportunities
- Reimbursement for relevant certifications and legal courses
- In-house training programs and workshops
- Opportunities for career advancement within the firm
- Employee assistance program (EAP) for personal and professional support
- Life and disability insurance
- Commuter benefits and parking assistance
- Wellness programs, including gym membership discounts
- Technology and hardware provided for remote work
- Collaborative and supportive work environment
- Employee referral bonus program
- Mental health and wellness support services
- Regular team-building activities and social events