Legal Secretary

ArentFox Schiff • Washington, DC

30d • $92,000 - $120,000

About The Position

As a Legal Secretary, you will be a valued member of a collaborative team, providing essential administrative support to attorneys, professionals, and/or paralegals across the firm. This role suits a highly organized, detail-oriented professional who exercises sound judgment and takes pride in delivering exceptional service. You will help keep the team running smoothly by managing calendars and administrative priorities, coordinating workflow, and supporting client service and marketing initiatives.

The job description is a general summary of major duties and may not specify every task or assignment. Management may direct, assign, and control work, and job descriptions are subject to periodic review and modification.

Requirements

• High school diploma or equivalent required.
• At least four years of legal secretarial experience in a relevant practice area, such as Corporate/Business.
• Three or more years supporting billing attorneys.
• Proficiency with Microsoft Office Suite.
• Strong organizational and time-management skills, with the ability to keep work moving efficiently.
• Clear, professional verbal and written communication skills.
• Careful attention to detail and a consistent commitment to accuracy.
• Ability to prioritize assignments, meet competing deadlines, and adapt confidently as needs evolve.
• Collaborative approach and initiative to work independently when needed.
• Sound judgment and discretion when handling confidential client and Firm information.
• Client-service mindset and ability to build positive, professional working relationships.
• Interest in learning and confidently using Firm technology and administrative systems.
• Flexibility to adjust schedule during busy periods or special projects and work scheduled overtime as needed.

Nice To Haves

• A college degree is welcome but not required.
• Familiarity with marketing and business-development principles.
• Experience with Elite/3E is preferred; experience with another major legal time-and-billing system will also be considered.

Responsibilities

• Manage complex calendars, arrange meetings and appointments, and coordinate rooms, technology, and other logistics.
• Anticipate scheduling needs, balance priorities, and proactively resolve schedule conflicts.
• Prepare, edit, format, and proofread legal and business documents, including correspondence, memoranda, emails, and presentations, in accordance with Firm standards.
• Partner with the Marketing/BD Department to research and gather information for meetings and business-development initiatives.
• Arrange travel and prepare detailed itineraries.
• Plan and coordinate client meetings and events.
• Maintain accurate, up-to-date client and contact information.
• Prepare closing materials tailored to the practices of assigned attorneys, professionals, and/or paralegals.
• Support new client and matter intake by preparing reports, coordinating conflict checks, opening files, and assisting with engagement letters.
• Enter daily time promptly and accurately as directed by individual team members.
• Support client billing by reviewing and editing pro formas as directed by the billing attorney, finalizing invoices, and distributing them to clients and the Accounting Department.
• Monitor client budgets and work with Accounting to research and respond to billing inquiries.
• Organize and maintain electronic and paper files in accordance with Firm procedures.
• Process expense reimbursements and vendor invoices accurately and on time.
• Provide coverage during secretarial absences and assist with overflow work and shared team responsibilities as needed.
• Work collaboratively with staff and administrative departments to complete assignments efficiently and on time.
• Contribute to other projects and responsibilities as opportunities arise.

Benefits

• Medical benefits
• Dental benefits
• Vision benefits
• Profit-sharing
• Generous paid time off
• Flexible reimbursement account for personal well-being expenses
• Performance-based bonus eligibility for certain positions, payable monthly or annually
• Generous overtime plan that exceeds minimum legal requirements

What This Job Offers

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