Legal Secretary

Position Summary

We are seeking an experienced Legal Secretary to support our MUD team. This position delivers excellent work and superior service to the Firm’s attorneys and clients by providing highly efficient and effective secretarial and administrative support. Responsibilities include calendar coordination, document preparation, meeting support, filing management, billing assistance, and general practice support in a fast-paced legal environment.

Essential Duties and Responsibilities

• Provide high-quality secretarial and administrative support to attorneys and the MUD team.
• Make travel arrangements; answer phones; manage incoming and outgoing mail; coordinate courier and overnight deliveries.
• Maintain attorney calendars and contact lists; schedule appointments; reserve conference rooms; organize and coordinate meetings.
• Prepare, revise, proofread, and finalize correspondence, forms, and legal documents; draft routine documents; transcribe attorney dictation.
• Use Microsoft Office, Litera Compare, Foxit, NetDocs, and other software to prepare, revise, format, and finalize complex practice-specific documents; ensure accuracy and correct formatting.
• Open, maintain, and organize client and matter files; maintain secure filing systems and track file custody.
• Conduct periodic file reviews; prepare files for off-site storage; maintain accurate indexing of closed files.
• Review and organize legal documents; maintain document-management systems, including BEC and MatterLink.
• Support MUD paralegals by updating calendars, sending reminders, drafting and revising minutes, and e-recording documents.
• Coordinate MUD board meetings; send quorum emails; draft, revise, and finalize board minutes; track attendance and ensure quorum requirements are met.
• Enter, proofread, and edit attorney time entries in Orion and on proforma bills; communicate with clients as needed to support billing efforts.

• Prepare time-entry summaries; proof billing sheets; prepare and send invoices.
• Maintain attorney office organization and ensure workspaces remain orderly.
• Assist other secretaries as needed; organize and prioritize workload to support Firm and client goals; foster cooperative, professional working relationships.
• Support colleagues during absences or high-volume periods and assist with overflow tasks.
• Uphold confidentiality and professionalism in all interactions and document handling.
• Work occasional overtime as required and comply with all Firm policies.

Qualifications

Education & Experience

• High school diploma or GED required; College preferred.
• 3-5 years of legal administrative experience preferred.
• Experience supporting multiple attorneys in a law firm environment preferred.
• Experience with MUD, real estate, or transactional work is a plus.
• Notary Public certification preferred.

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience with Litera Compare, Foxit, Adobe, NetDocs, and similar tools preferred.
• Ability to type 70+ WPM accurately.
• Strong document formatting, redlining, and version-control skills.
• Familiarity with time-entry and billing systems (Orion preferred).

Professional Skills

• Proven aptitude to learn new software applications quickly.
• Strong proficiency in grammar, proofreading, and transcription.
• Takes initiative to complete projects and proactively support team needs.
• Exercises discretion with confidential and sensitive information; uses sound judgment when prioritizing the Firm’s needs.
• Strong attention to detail with the ability to manage multiple projects and competing deadlines.
• Ability to provide a high level of customer service and communicate clearly and effectively, both verbally and in writing.
• Ability to work overtime, after hours, or on weekends when needed.
• Ability to perform the essential functions of the role with or without reasonable accommodations.
• Works well under pressure and adapts quickly to changing priorities.

Other Requirements

• Ability to lift up to 25 pounds.
• Occasional overtime required.

Work Environment

Professional office environment with standard office equipment, tasks, and responsibilities.

Physical Demands

Standard office activities; reasonable accommodations may be made.

Armbrust & Brown, PLLC is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other legally protected status.

Note: Nothing in this job description restricts management’s right to assign or re assign duties and responsibilities to this job at any time.

Note to Agencies: Armbrust & Brown, PLLC does not accept unsolicited resumes from external recruiters or agencies. Please do not contact us regarding this posting.