Legal Secretary

The Phoenix Group; Austin (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

The Phoenix Group Advisors seeks an experienced administrative and practice support professional to assist attorneys in litigation, manage calendars, court filings, document preparation, and client communications, ensuring smooth case workflows and confidential handling.

Responsibilities include billing support using Aderant/3E, travel coordination, coordination with court reporters, and helping drive firm-wide initiatives, with strong organizational and communication skills required.

Qualifications

• Bachelor’s degree in Business, Finance, Paralegal Studies, or related field.
• Minimum of 3 years supporting attorneys in litigation and trial settings.
• Proficiency with legal document management and billing software (Aderant, 3E).
• Strong MS Office skills (Word, Excel, PowerPoint, Outlook).
• Experience coordinating court filings, depositions, and trial logistics.

Responsibilities

• Maintain attorney calendars, including court deadlines, depositions, meetings, and travel.
• Serve as primary contact for clients, managing communications with confidentiality.
• Create, review, and finalize complex legal documents and forms.
• Coordinate deposition logistics, trial prep, exhibits, and court filings.
• Assist with case document management and confidential records handling.
• Manage billing tasks: time entry, reimbursements, prebill reviews, invoicing, collections.
• Arrange travel, meetings (virtual and on-site), and client events.
• Support practice initiatives and cross-department projects to improve efficiency.
• Partner with legal teams on project coordination and data security protocols.
• Provide backup operational support and drive process improvements.

Skills

Organizational skills

Communication skills

Client relationship management

Adaptability to new technology

Education

Bachelor’s degree in Business/Finance/Paralegal Studies

Tools

Aderant

3E

Microsoft Office

Adobe Acrobat Pro

DocuSign

Outlook

Salesforce

Job description

Responsible for providing comprehensive administrative and practice support to attorneys engaged in litigation matters. This role ensures smooth case workflows, meticulous document management, and seamless coordination of trial and client-related activities, contributing directly to the firm’s overall operational excellence and client satisfaction.

Key Responsibilities

• Maintain and coordinate detailed attorney calendars, including court deadlines, depositions, client meetings, and travel arrangements, proactively tracking key dates to ensure timely completion of all legal and administrative tasks
• Serve as a primary point of contact for internal and external clients, managing communications via phone, email, and in-person, and exercising sound judgment when screening inquiries for confidentiality and priority
• Create, review, and finalize complex legal documents, correspondence, and forms, ensuring accuracy and adherence to practice-specific standards
• Coordinate litigation support activities including deposition logistics, trial preparation, exhibit organization, witness files, court filings, and liaising with court reporters and opposing counsel
• Assist with case document management—review, organize, and produce materials while maintaining strict confidentiality and compliance with records management policies
• Manage billing and financial tasks such as attorney time entry, expense reimbursements, prebill reviews, invoice generation, and collection efforts, utilizing billing software systems (e.g., Aderant, 3E)
• Organize and book travel arrangements, virtual and on-site meetings, and client events, including preparing agendas and supporting materials to ensure effective logistical execution
• Support firm-wide practice initiatives, cross-departmental projects, and industry research activities, helping streamline workflow and improve operational efficiency
• Partner with legal teams on project coordination, including responses to auditor requests, preparation of opinion letters, and client data security protocols
• Provide backup operational support across teams and actively participate in process improvement initiatives, advocating best practices in document workflow, billing, and electronic filings

Core Qualifications & Requirements

• Bachelor’s degree in Business, Finance, Paralegal Studies, or related field; relevant certifications preferred
• Minimum of 3 years' experience supporting attorneys in a law firm or professional services environment, with a focus on litigation and trial support
• Strong proficiency in legal document management, legal billing software (e.g., Aderant, 3E), and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Demonstrated experience coordinating court filings, depositions, and trial logistics
• Excellent organizational skills, attention to detail, and ability to prioritize competing deadlines
• Effective communication and client relationship management skills, with diplomacy and professionalism in all interactions
• Ability to adapt to new technology, learn quickly, and embrace project management and practice support tools

Nice-to-Have Qualifications

• Experience working with legal CRM platforms like Salesforce or Clio
• Knowledge of electronic discovery and document management systems
• Familiarity with social media or client outreach support
• Prior exposure to fee and WIP tracking, collections, and client billing processes
• Bilingual abilities or additional language proficiency

Core Technical Skills

• Legal document creation, editing, proofreading, and formatting
• Billing and accounts receivable (AR), WIP, expense reimbursement, and financial reporting
• Practice management software (Aderant, 3E), electronic filing platforms, Adobe Acrobat Pro, DocuSign, Outlook, Salesforce
• Workflow and project management tools

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.