Legal Secretary

Independent Purchasing Cooperative • Miami, FL

5h • Onsite

About The Position

At Independent Purchasing Cooperative (IPC), we are more than just a supply chain services provider—we're the strategic sourcing partner behind one of the world’s most recognized brands: Subway®. As a member-owned organization, we are driven by our commitment to serve the franchisees who own and operate Subway® restaurants across North America, Canada, Puerto Rico, and the U.S. Virgin Islands. Headquartered in Miami, FL, we were founded in 1996 with a mission to help franchisees be more profitable and competitive by delivering exceptional value through supply chain solutions, contract negotiation, technology initiatives, and industry expertise. At IPC, you'll find a supportive and inclusive environment that fosters personal growth, professional development, and a healthy work-life balance. Whether you're a seasoned supply chain professional or just beginning your career journey, IPC offers opportunities to make a meaningful impact! IPC is seeking a highly motivated Legal Secretary to be responsible for administrative and clerical support to IPC’s Legal department and General Counsel, ensuring the smooth day-to-day operation of the office. This role is responsible for preparing and formatting legal documents and correspondence, managing calendars and deadlines, organizing and maintaining legal files and records, coordinating meetings and communications, and handling incoming requests to the department. The ideal candidate is highly organized, dependable, discreet with confidential information, and able to manage competing priorities with accuracy and professionalism in a fast-paced, cooperative environment.

Requirements

• Strong knowledge of legal terminology, documents, and standard office and legal administrative procedures.
• Excellent written and verbal communication skills, with strong grammar, spelling, proofreading, and formatting abilities.
• Exceptional attention to detail, organization, and accuracy in managing documents, calendars, and deadlines.
• Strong time management and prioritization skills, with the ability to manage multiple tasks and competing deadlines.
• High degree of discretion, professionalism, and sound judgment when handling confidential and sensitive information.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) and comfort learning document management, e-signature, and calendaring systems.
• Strong interpersonal and customer service skills, with the ability to interact professionally with attorneys, staff, franchisees, and external parties.
• Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment.
• Dependable, resourceful, and proactive, with a strong sense of ownership and follow-through.
• High school diploma or equivalent required.
• Minimum of 2–4 years of administrative or secretarial experience, preferably supporting a legal department or law firm.
• Experience preparing and formatting legal documents and correspondence strongly preferred.

Nice To Haves

• Associate’s degree or coursework in Legal Studies, Business, or a related field preferred.
• Experience in franchise, retail, cooperative, or supply chain industries is a plus.
• Notary Public commission (or willingness to obtain) preferred.

Responsibilities

• Prepare, format, edit, and proofread legal documents, correspondence, memoranda, and reports, ensuring accuracy, consistency, and proper formatting.
• Manage and maintain attorneys’ calendars, schedule meetings and appointments, and track critical deadlines and follow-up dates.
• Organize, maintain, and update electronic and physical legal files, records, and filing systems to ensure accuracy, confidentiality, and easy retrieval.
• Process incoming and outgoing communications for the Legal department, including mail, email, phone calls, and document routing for review and signature.
• Coordinate meetings, prepare agendas and materials, take and distribute notes, and arrange travel and logistics as needed.
• Assist with the preparation and assembly of documents for execution, filing, and distribution, including e-signature routing and notarization coordination.
• Maintain contract, corporate record, and matter-tracking systems by entering data, updating status, and running routine reports.
• Process and track legal invoices, expense reports, and vendor or outside counsel billing in coordination with Finance.
• Serve as a point of contact for the Legal department, responding to routine inquiries from internal stakeholders, franchisees, and external parties, and directing matters appropriately.
• Provide general administrative and clerical support, including copying, scanning, ordering supplies, and maintaining department templates and resources.
• All other duties as reasonably assigned.

Benefits

• Equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED