Job Description: Legal Secretary / Legal Assistant

Position Title

Legal Secretary / Legal Assistant

Position Summary

We are seeking a detail-oriented and highly organized Legal Secretary / Legal Assistant to provide administrative and legal support to attorneys and legal staff. The ideal candidate will have extensive experience with legal transcription, dictation, and document preparation, along with a strong understanding of legal terminology, court procedures, and confidential client matters. This role requires exceptional typing accuracy, the ability to manage multiple priorities, and a commitment to maintaining the highest level of professionalism and confidentiality.

Essential Duties and Responsibilities

Transcription & Dictation (Primary Function)

• Transcribe legal correspondence, pleadings, motions, contracts, reports, and other legal documents from attorney dictation and audio recordings.
• Proofread and edit transcribed documents for grammatical accuracy, formatting consistency, and legal terminology.
• Produce high-volume, accurate work while maintaining strict deadlines.
• Manage digital dictation systems and organize audio files for efficient workflow.
• Ensure all legal documents comply with court rules, firm standards, and filing requirements.

Legal Administrative Support

• Draft, revise, and finalize legal documents and correspondence.
• Maintain attorney calendars, schedule appointments, court appearances, depositions, and meetings.
• File legal documents with courts electronically and/or in person as required.
• Organize and maintain physical and electronic case files.
• Perform conflict checks, open new client matters, and maintain case management systems.
• Coordinate with clients, courts, opposing counsel, and third-party vendors.
• Prepare exhibits, discovery documents, subpoenas, and trial notebooks.
• Screen and direct telephone calls and manage attorney communications.

Records Management & Client Service

• Maintain confidential client information and sensitive legal records.
• Track deadlines and ensure timely completion of legal filings and correspondence.
• Assist with billing, time entry, and preparation of expense reports.
• Provide exceptional customer service to clients while maintaining professionalism.

Qualifications

Required

• High school diploma or equivalent; associate degree or legal studies coursework preferred.
• Minimum of 2-5 years of experience as a Legal Secretary, Legal Assistant, or related legal support role.
• Demonstrated experience with legal transcription and attorney dictation, including digital dictation software.
• Excellent typing skills with a minimum of 70+ WPM and a high degree of accuracy.
• Strong knowledge of legal terminology, legal documents, and court procedures.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint).
• Exceptional grammar, proofreading, and written communication skills.
• Strong organizational and time-management abilities.
• Ability to handle confidential information with discretion.

Preferred

• Experience in litigation, personal injury, family law, workers' compensation, or other legal practice areas.
• Familiarity with electronic filing (e-filing) systems.
• Experience using legal case management and document management software.
• Legal Secretary Certificate or Paralegal coursework.

Key Competencies

• Advanced transcription and dictation skills
• Attention to detail and accuracy
• Legal document preparation
• Excellent written and verbal communication
• Time management and prioritization
• Confidentiality and professionalism
• Multitasking in a fast-paced environment
• Strong customer service skills

Working Conditions

• Primarily office-based environ

  All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.