Legal Administrative Secretary

Job Duck is seeking an experienced and detail‑driven Legal Administrative Secretary to provide high‑level administrative and legal support to the executive in a fast‑paced legal environment. In this role, you will manage complex calendars, prepare and format legal documents, monitor deadlines, and ensure seamless communication with clients and internal stakeholders. You will play a critical role in maintaining organization, accuracy, and confidentiality while supporting daily legal operations. This position is ideal for someone who works proactively, adapts quickly to changing priorities, and takes pride in delivering polished work that meets the highest professional standards. Your contribution will directly support the efficiency, responsiveness, and integrity of the legal practice.

• Monthly Compensation Range: From 1,060 to 1,150 USD

Responsibilities include, but are not limited to:

• Manage and prioritize high‑volume client email correspondence with accuracy and discretion

• Proofread and finalize legal documents

• Track and proactively communicate upcoming deadlines and deliverables

• Organize and maintain legal filing systems

• Transcribe and summarize electronic dictation

• Handle all firm and client information with strict confidentiality

• Proactively identify action items and next steps from client instructions and communications

• Bring structure and consistency to daily workflows in a fast‑paced legal environment

• Manage complex scheduling across multiple time zones

• Draft and format contracts, pleadings, motions, and correspondence

• Assist with billing tasks, time tracking, and expense reconciliation

• Maintain structured, well‑organized inbox and calendar systems for the executive

• Track, assess, and respond to urgent matters while maintaining control of competing priorities

• Maintain firm‑wide calendars including court dates and filing deadlines

• Monitor urgent and routine correspondence and take timely action

• Take meeting notes and ensure follow‑up actions are completed

• Ensure documents comply with court rules and formatting standards

• Support a positive, client‑centered virtual team environment

Requirements:

• 3 years of experience as a Legal Secretary, Legal Assistant, or Administrative Assistant inside a law firm

• Ability to work independently with minimal supervision in a fast‑paced environment
• High level of organization with a proven ability to bring structure to complex workflows
• Strong capability to manage high‑volume client email flow and complex calendaring is a must
• Ability to confidently identify priorities and required action items when receiving instructions
• Comfortable handling urgency and time‑sensitive requests without becoming overwhelmed
• Ability to remain professional and objective without taking feedback or pressure personally
• Strong understanding of legal terminology is a plus

• Location and timezone: Remote, Pacific Standard Time (PST)
• Working Hours: Monday to Friday
• Expected call volume: Light (Less than 10 calls per day)
• Software and Tools Required: Office 365 (Word, Excel, PowerPoint), Clio or similar, Westlaw, LexisNexis.

Work Shift:

8:00 AM - 5:00 PM [PST][PDT] (United States of America)