Legal Secretary

ArentFox Schiff LLP; Washington (District of Columbia); On-site; USD 92,000 - 120,000; Full time

Job summary

ArentFox Schiff LLP in Washington, DC, seeks a highly organized Legal Secretary to support attorneys, paralegals, and professionals firm-wide. You will manage calendars, coordinate meetings, draft and format legal documents, and assist with client service and business development initiatives.

Ideal candidates have at least four years of legal secretarial experience, strong MS Office skills, familiarity with Elite/3E, and a confidential, detail‑oriented approach.

Qualifications

• At least four years of legal secretarial experience in corporate/business practice.
• Proficiency with Microsoft Office Suite.
• Experience with Elite/3E is preferred; other major legal time‑and‑billing systems considered.

Responsibilities

• Manage complex calendars, meetings, rooms, and logistics.
• Prepare, edit, format, and proofread legal documents with accuracy.
• Coordinate with Marketing/BD for meetings and business development.
• Arrange travel and detailed itineraries.
• Assist with client intake, conflict checks, and file openings.
• Enter daily time and support client billing and invoicing.
• Maintain client and contact information, and organize files.
• Process reimbursements and vendor invoices timely.

Skills

Legal secretarial experience

Strong organizational skills

Time-management

Verbal and written communication

Attention to detail

Collaborative spirit

Education

High school diploma or equivalent

College degree welcome but not required

Tools

Elite/3E

Legal time-billing system

Job description

Who We Are

ArentFox Schiff is an award-winning, globally recognized law firm that delivers sophisticated, innovative, and practical legal solutions to clients around the world. With more than 600 lawyers and policy professionals, ArentFox Schiff's expertise is sought out by Fortune 500s, start-ups, international governments, non‑profits and trade associations, and private individuals. Our work spans highly complex, global matters as well as the deeply personal issues that shape the lives of individuals and communities.

Why Join Us

At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build upon a culture that reflects our dedication to diversity, equity, and inclusion. We base all of our employment decisions on merit and do not discriminate on the basis of any legally protected characteristic.

Job Description

As a Legal Secretary, you will be a valued member of a collaborative team, providing essential administrative support to attorneys, professionals, and/or paralegals across the firm. This role is a great fit for a highly organized, detail-oriented professional who uses sound judgment and takes pride in delivering exceptional service. You will help keep the team running smoothly by managing calendars and administrative priorities, coordinating workflow, and supporting client service and marketing initiatives.

• Keep busy schedules running smoothly by managing complex calendars, arranging meetings and appointments, and coordinating rooms, technology, and other logistics.
• Anticipate scheduling needs, balance priorities, and proactively resolve schedule conflicts.
• Prepare, edit, format, and proofread legal and business documents—including correspondence, memoranda, emails, and presentations—with accuracy and consistency in accordance with Firm standards.
• Partner with the Marketing/BD Department to research and gather information for meetings and business-development initiatives.
• Arrange travel and prepare clear, detailed itineraries.
• Help plan and coordinate client meetings and events, ensuring details are handled thoughtfully.
• Maintain accurate, up‑to‑date client and contact information.
• Prepare closing materials tailored to the practices of assigned attorneys, professionals, and/or paralegals.
• Support new client and matter intake by preparing reports, coordinating conflict checks, opening files, and assisting with engagement letters.
• Enter daily time promptly and accurately, as directed by individual team members.
• Support the client billing process by reviewing and editing pro formas as directed by the billing attorney, finalizing invoices, and distributing them to clients and the Accounting Department.
• Monitor client budgets and collaborate with Accounting to research and respond to billing inquiries.
• Organize and maintain electronic and paper files in accordance with Firm procedures.
• Process expense reimbursements and vendor invoices accurately and on time.

Other Duties and Responsibilities

• Support colleagues by providing coverage during secretarial absences and assisting with overflow work and shared team responsibilities, as needed.
• Work collaboratively with staff and administrative departments to help complete assignments efficiently and on time.
• Contribute to other projects and responsibilities as opportunities arise.

Minimum Qualifications

• High school diploma or equivalent required. A college degree is welcome but not required.
• At least four years of legal secretarial experience in a relevant practice area, such as Corporate/Business, including three or more years supporting billing attorneys.
• Familiarity with marketing and business‑development principles is a plus.
• Proficiency with Microsoft Office Suite.
• Experience with Elite/3E is preferred; experience with another major legal time‑and‑billing system will also be considered.
• Strong organizational and time‑management skills, with the ability to keep work moving efficiently.
• Clear, professional verbal and written communication skills.
• Careful attention to detail and a consistent commitment to accuracy.
• Ability to prioritize assignments, meet competing deadlines, and adapt confidently as needs evolve.
• A collaborative approach, along with the initiative to work independently when needed.
• Sound judgment and discretion when handling confidential client and Firm information.
• A client‑service mindset and the ability to build positive, professional working relationships.
• Interest in learning and confidently using Firm technology and administrative systems.
• Flexibility to adjust your schedule during busy periods or special projects and to work scheduled overtime, as needed.

This is an hourly, non‑exempt position that is eligible for a generous overtime plan that exceeds minimum legal requirements.

The anticipated good‑faith base salary range for this position is:

DC: $92,000 to $120,000 per year.

Your exact offer will be based on a variety of factors, including but not limited to, your experience, skills, and overall qualifications. We also review compensation regularly against industry benchmarks and performance outcomes, so you can grow your career here with confidence—knowing your pay recognizes both your impact and our commitment to an equitable approach.

In addition to a competitive base salary, certain positions are eligible for a comprehensive performance‑based bonus, payable monthly or annually.

Benefits

We know that the needs of our employees vary and can change throughout the different stages of life. That’s why we offer a wide array of flexible benefit options designed to help you live healthy, live well, and live for tomorrow. In addition to medical, dental, vision, profit‑sharing, generous paid time off, and numerous other benefits, we also provide a flexible reimbursement account that helps pay for the things that contribute to your personal well‑being, in your own way.

Commitment to Equal Opportunity

ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace. We base all employment decisions on merit and maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.

* The job description is a general summary of the major duties. It may not specify all duties, tasks, and assignments associated with a job. It does not limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP. Additional job‑related qualifications may be specified for some openings. Job descriptions are subject to periodic review and modification.