Legal Secretary

O'Connor Family Law; Westborough (MA); On-site; USD 25,000 - 34,000; Full time

Job summary

O'Connor Family Law is seeking a Legal Secretary who will be the first voice and face of the firm. This role sits within the Administrative and Operations team and reports to the Director of Operations.

You will handle front-desk duties, client intake, scheduling in Lawmatics and Clio, document redaction under paralegal guidance, and maintain files while upholding strict confidentiality. Location: Westborough, MA with relocation to Northborough within six months.

Qualifications

• Prior reception/front desk experience in a professional service environment.
• Experience with calendar/scheduling software.
• Ability to handle confidential information.
• In-office work Monday–Friday.
• Strong client-facing communication and empathy.

Responsibilities

• Answer inbound calls promptly using the firm\'s standard greeting.
• Route callers to the appropriate team member.
• Collect intake information and hand off to New Client Development.
• De-escalate distressed callers with empathy.
• Greet and check in clients at the office.
• Schedule appointments for new clients in Lawmatics.
• Schedule appointments for existing clients in Clio.
• Maintain call logs and message records.
• Support administrative team as directed by the Director of Operations.
• Maintain a clean, organized front desk environment.
• Follow SOPs and protocols.
• Participate in training and meetings.
• Redact PI and sensitive information per protocol.
• Organize physical and digital case files in Clio.
• Enter client documents and update case status.
• Prepare draft correspondence and templates for paralegal review.
• Calendar court dates and deadlines; flag conflicts.
• Assemble filing packets and run documents to courthouses/post offices.
• Maintain confidentiality and data-handling protocols.

Skills

Customer-facing service

Verbal communication

Attention to detail

Discretion/confidentiality

Reliability/punctuality

Multitasking

Professionalism

Education

High school diploma or equivalent

Tools

Lawmatics

Clio

Job description

The Legal Secretary is the first voice and first face of O'Connor Family Law. Every person who calls or walks through our door will form their first impression of this firm through you. That is not a small thing, and we don't treat it as one.

Your job is not to answer legal questions or solve problems. Your job is to make every caller and visitor feel they have reached a capable, professional, and caring team and then get them to the right person as efficiently as possible. You are the connector. The gatekeeper. The tone-setter.

This role sits within the Administrative and Operations team and reports directly to the Director of Operations.

This role will also provide back-end support to operations and the legal team as work capacity allows, including tasks like organization and management of case files, handling case-related data entry, redacting documents, and so forth.

Location Note: This position is currently located in Westborough, MA. The position will relocate to Northborough, MA within the first 6 months to a new office location approximately 10 minutes away from the current location.

Compensation: $18 - $25 hourly

Qualifications

• Preferred
• Prior experience in a customer-facing reception, front desk, or greeter role
• Experience in a professional services environment (legal, medical, financial, or similar)
• Comfort with CRM or scheduling software (experience with Lawmatics or Clio is a plus, not a requirement)
• Strong verbal communication skills — clear, warm, and professional on the phone
• Experience with document redaction, scanning/filing, or data entry in a legal or professional services setting is a plus, not a requirement
• Required
• High school diploma or equivalent
• Ability to work full-time, in-office, Monday through Friday
• Proficiency with standard office technology (computers, phones, scheduling tools)
• Demonstrated reliability and punctuality
• Strong attention to detail — mistakes in redaction, filing, or data entry carry real consequences for clients and cases
• Ability to maintain strict confidentiality when handling sensitive case materials

Responsibilities

• Client-facing communication
• Answer all inbound calls promptly and professionally using the firm's standard greeting and call protocols
• Identify whether callers are potential new clients, existing clients, or general inquiries, and route each call appropriately
• Collect basic intake information from potential new clients (name, contact details, general nature of inquiry) and hand off to the New Client Development team
• Handle emotional, distressed, or difficult callers with composure and empathy, de-escalating where needed and routing to the appropriate person
• Greet and check in clients who arrive at the office, ensuring they feel welcomed and informed
• Scheduling and systems
• Schedule appointments for potential new clients in Lawmatics (CRM)
• Schedule appointments for existing clients in Clio (CMS)
• Manage the unavailability protocol: offer secondary contacts, schedule callbacks, and take detailed messages when staff are unavailable
• Maintain accurate and complete call logs and message records
• Operations support
• Support the administrative team with overflow tasks as directed by the Director of Operations
• Maintain a clean, organized, and welcoming front desk environment
• Follow all firm SOPs and communication protocols consistently
• Participate in training, onboarding exercises, and team meetings as required
• Paralegal & case support
• Redact personally identifiable and sensitive information from discovery documents, financial affidavits, and exhibits, following the firm's redaction protocol and paralegal instructions
• Organize and maintain physical and digital case files in Clio, following firm naming and filing conventions so paralegals can locate documents without delay
• Enter client-provided documents and update case status fields in Clio as directed by paralegal staff
• Prepare draft correspondence, cover sheets, and document templates for paralegal review and sign-off (you do not send or file anything without paralegal approval)
• Calendar court dates, deadlines, and filing windows as instructed by paralegal staff, and flag any scheduling conflicts immediately
• Assemble and print filing packets and exhibit binders; run documents to the courthouse or post office as needed
• Maintain strict confidentiality over all case materials and follow the firm's data-handling and chain-of-custody protocols at all times