Secretarial Supervisor
About The Position
The Secretarial Supervisor manages and supports the legal secretarial team, ensuring exceptional client service and a collaborative work environment. This position requires professionalism, responsiveness, the use of good judgment and strong problem solving skills. Strong communication skills are essential as this role requires the ability to clearly convey complex information, build trust with colleagues at all levels, and foster collaboration across the firm. This role also includes responsibility for preparing weekly schedules, coordinating department reports, maintaining personnel records, and acting as a liaison between the legal secretaries, the attorneys and administrative management. The ideal candidate needs to be dependable and maintain discretion in sensitive matters. Also strives for continuous improvement with a mentorship mindset invested in the success and development of every team member.
Requirements
- High School diploma or equivalent
- 5+ years of experience in a legal support position (ex. Legal Secretary, Legal Administrative Assistant, Legal Practice Assistant or other similar role/title)
- Proficiency in Microsoft Office applications
- Strong organizational skills
- Strong attention to detail
- Good judgment
- Strong interpersonal communication skills
- Strong analytical and problem-solving skills
- Able to work harmoniously and effectively with others
- Able to preserve confidentiality and exercise discretion
- Able to work under pressure
- Able to manage multiple projects with competing deadlines and priorities
Nice To Haves
- Associate’s degree or higher
- Ability to type 45 wpm accurately
- Proven experience in a supervisory or management capacity with a team of 20 or more employees
- Experience in a mid-size to large law firm
- Familiarity with timekeeping and document management systems (e.g., NetDocs)
Responsibilities
- Team Management & Supervision Assign secretarial staff based on workload and team dynamics; recommend changes as needed
- Provide guidance and resolve staff issues, including conflict resolution among attorneys, paralegals, and staff
- Monitor daily attendance, punctuality, absenteeism, and approve overtime/vacation schedules to ensure appropriate staffing on floors
- Conduct annual performance appraisals; set goals, track progress, and recommend promotions or disciplinary actions
- Keep Secretarial Manager informed of assignments, workload changes, and interpersonal challenges
- Prepare weekly schedules and coordinate departmental coverage during absences, high-demand periods, or visiting attorney/client needs
- Approve hours worked, overtime charges, and manage attendance records
- Distribute overflow work across secretarial teams to balance workload
- Prepare, analyze, and distribute departmental productivity reports; maintain manuals and assignment lists
- Recommend workflow or procedural changes to improve efficiency and reduce expenses
- Assist in completing firm/client work product when needed
- Assist with projects/performs other duties as assigned by Manager
- Partner with Secretarial Manager on training, professional development, and employee relations
- Identify training needs and support the development of ongoing secretarial training programs
- Assist with recruitment, interviewing, onboarding, training, and mentoring of new staff
- Foster a culture of continuous improvement and mentorship
- Act as a liaison between staff and attorneys, and between departments, ensuring timely dissemination of information
- Communicate firm policies, procedures, and expectations effectively and consistently
- Support roll-out of new programs, initiatives, and technology adoption
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
