Legal Secretary

Palmer Legal Staffing; Washington (District of Columbia); On-site; USD 50,000 - 70,000; Full time

Job summary

A well-known D.C. law firm is seeking a Legal Secretary to provide clerical and administrative support. Key responsibilities include managing emails, scheduling appointments, and arranging travel. Candidates should have 3–5 years of experience in a law firm, strong organizational skills, and a proactive attitude. This position is fully in-office with a schedule from 7am–4pm, and overtime may be required.

Qualifications

• 3–5 years of secretarial experience in a law firm or professional services firm.
• Ability to manage multiple time zones and heavy calendaring.

Responsibilities

• Read and manage emails, print client emails and attachments.
• Ensure confidentiality of all firm and client information.
• Arrange travel, CLE reporting, and professional memberships.

Skills

Organizational skills

Customer service

Technical skills

Proactive mindset

Education

Bachelor’s degree

High school diploma with 5 years of experience

Job description

A well‑known D.C. law firm is seeking a highly energetic, organized, and positive individual who can think ahead and provide customer service with a smile. The position requires heavy calendaring, handling multiple time zones, and responsibilities such as entering receipts, arranging travel, recording time, opening matters & requesting conflict checks, and making copies of large documents for attorney review. The position is fully in‑office Monday through Friday, with hours from 7am–4pm and overtime expected in the evenings and on weekends.

Under the direct supervision of the Chief Operating Officer (Administrator), the Legal Secretary provides clerical and administrative support to assigned attorneys in a busy practice. The role involves performing a wide variety of administrative tasks such as reading and managing emails, scheduling appointments, managing travel demands, serving as the key initial contact with clients, attorneys, and staff within the firm. Strong technical skills and a proactive mindset are required.

Status

Direct Hire

Responsibilities

• Read and manage emails, print client emails and attachments.
• Answer telephones, accurately take, and relay messages.
• Arrange for video conferencing meetings (Teams/Zoom) and conference calls.
• Open and sort mail, prepare material for mailing, handle photocopying projects.
• Assume responsibility for maintaining the highest level of confidentiality of all firm and client information, records, and files, both within and outside of the firm.
• Create daily and travel itineraries, provide updates accordingly.
• Create, edit, and proofread work product to ensure accuracy in emails and other work product.
• Input, review, edit and finalize timekeepers' time entries through the firm's web‑based time entry program using firm standards.
• Arrange all travel, CLE reporting and professional memberships.
• Process reimbursements, expense reports and check requests.
• Handle monthly client billing, review billing proformas for accuracy and completeness, perform client, matter and timekeeper inquiries and narrative edits.
• Create engagement letters, open new matters, and generate client conflict checks.
• Effectively manage projects by meeting deadlines and conducting follow‑up as needed.
• Assist with meeting planning, coordination, and support, including internal and external meetings, booking conference rooms in other offices, and arranging catering for lunch/dinner client meetings.
• Heavy communication with clients and internal attorneys on a regular basis.
• Assist with document conversion, clean‑up, and formatting of complex documents.
• Perform all other duties as necessary for the efficient functioning to support the Director.
• Works with other secretaries to ensure that support is available to all attorneys during the workday.

Qualifications

• Bachelor’s degree preferred. Will consider high school diploma with 5 years of secretarial experience in a law firm setting.
• 3–5 years of secretarial experience in a law firm or professional services firm.

How to Apply

Please respond with your resume for consideration. We welcome all candidates that meet the required qualifications with recent relevant experience. Palmer Legal Staffing is an equal opportunity employer.

EEO Statement

Palmer Legal Staffing is an equal opportunity employer in compliance with all federal and state civil rights laws.