Legal Secretary

Austin, TX 78701

Employment Type: Direct Hire Job Function: Legal Job ID:: 131436 Pay Range: $75,000-90,000 / year

Job Description

Texas law firm with offices in downtown Houston seeks an executive litigation legal secretary to support 2 Shareholders and 2 Associates. Hybrid schedule is offered.

Under general supervision, an Executive Legal Secretary is responsible for performing a variety of secretarial duties within their assigned section according to established policies and procedures. The Secretary must have the ability to work in a cooperative positive manner with all co-workers, clients, attorneys and non-attorney staff and must observe confidentiality in all matters relating to the Firm. Professional dress and demeanor and regular predictable attendance at the appointed time is expected. Must be available for work assignments and responsibilities as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Essential Duties and Responsibilities

Essential functions are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.
  • Prepares complex documents using advanced word processing features including styles, section formatting, merge, tables, redlining, cross referencing, indices, table of contents, table of authorities, etc.
  • Attends in-house training sessions on computer software, etc.
  • Prepares and drafts correspondence, memoranda, legal documents and material of a general nature from written and oral drafts.
  • Creates various legal documents for filings and/or closings as required. Prepares notebooks, exhibits, and other documentation as assigned.
  • Transcribes dictation tapes, handwritten copy, and telephone dictation involving the use of legal terminology, court and agency formatting, and/or other formatting, as required.
  • Works closely and coordinates work efforts with support staff (i.e., Accounting, Employee Relations and Recruiting, Marketing, Word Processing, Office Services and Records).
  • Proofreads documents for grammar, punctuation, syntax and formatting consistency.
  • Responds to emails as necessary.
  • Reads, sorts and dates incoming mail, following section guidelines. Ensures outgoing mail is timely delivered. If necessary, routes mail to specific delivery service and follows up on timely delivery. Routes publications and reviews if required by supervisor.
  • Receives and/or transfers telephone calls and messages from clients, co-counsel and other personnel in a prompt and courteous manner. Accesses both voicemail and email as needed.
  • Establishes and maintains calendar and deadline reminder systems. Manages calendar and assists in meeting deadlines. Apprises supervisor(s) of responsibilities in advance of commitment.
  • Coordinates conferences and meetings, including conference room scheduling, video conferencing scheduling, coordinating meals and preparing materials, as necessary.
  • Opens new client/matter files, requests conflict checks, and maintains all client and general files. Conducts periodic reviews for possible storage or destruction of older files. Prepares files to be closed. Maintains files in an efficient and effective manner.
  • Handles billing process, time entry and billing memos under the guidance of the attorney, as appropriate. Ensures timekeepers time entry is closed in a timely manner.
  • Receives clients and visitors. Maintains good public relations with clients. Observes confidentiality of attorney/client relationship. Prepares materials for client meetings, updates client contact lists, interfaces with client questions.
  • Handles check requests, travel expenses and travel arrangements, including airline, car and hotel reservations.
  • Prepares materials for publication or speaking engagements.
  • Performs research as needed, utilizing the internet or other web-based programs.
  • Performs overflow assistance (typing, filing, photocopying, etc.) as requested by attorneys, paralegals or the Office Manager.
  • Performs work honestly, ethically and safely. Maintains a positive and respectful attitude.
  • Maintains a good attendance record. Is punctual and prepared to perform duties upon arrival.
  • Adheres to Firm policies and procedures as outlined in the Firm Handbooks.
  • Works overtime as needed.
  • Communicates regularly with supervisors about department issues.
  • Associate's degree or equivalent from two-Year College or technical school; Bachelor's degree from four-year College or university; or three to five years related experience and/or training; or equivalent combination of education and experience in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.
  • Proficient utilizing Microsoft Word, Outlook, Excel, PowerPoint, Interwoven WorkSite, Workshare Compare, Carpe Diem, and other 3rd party software such as Innova and Best Authority.
  • Ability to demonstrate computer proficiency by passing a Firm-mandated skills assessment.
  • Ability to prepare complex, properly formatted documents using styles, section formatting, and tables in Microsoft Word.
  • Ability to transcribe legal documents, correspondence and reports from rough drafts or dictation at a level not less than 70 wpm.
  • Ability to read and write in order to write routine reports and correspondence; proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case matters. Attention to detail.
  • Ability to interpret documents such as safety rules, operating and maintenance instructions and policy and procedure manuals.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
  • Possesses the interpersonal skills necessary in order to communicate efficiently and effectively in person, by email, and telephone. Able to follow instructions, both written and oral, effectively from a diverse group of clients, attorneys and staff.
  • Ability to handle pressure, interruptions, and multiple projects with frequently changing priorities in an efficient manner and with a rapid turnaround as required. Perform efficiently in a fast-paced, high-tech environment.
  • Self-starter with the ability to work independently, possess a willingness to help others and has above average customer service skills.
  • Proficient in all areas of law and software in order to work in any section in the Firm; ability to adjust to multiple tasks from multiple individuals in the Firm.
  • Handle overflow work from other staff.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Display excellent organizational skills.
  • Ability to work with a high level of mental effort and strain while producing a high volume of information and performing other essential duties.
  • Ability to work more than 40 hours per week as needed to perform the essential duties of the position; may also require irregular hours.

    Normal office environment with some exposure to excessive noise, dust, temperature and the like. The work environment characteristics described here are representative of those employees encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


    The above statements are intended to describe the general nature of the job and do not represent that all such duties will be performed by all individuals who hold the job. The list of duties is not exhaustive in that incumbents may be assigned other duties in addition to those shown. All employees of the Firm are expected to:
  • Promote positive work habits, including effective and timely communication, teamwork and respect for coworkers.
  • Provide constructive guidance to other employees and representatives of third parties who do business with the Firm.
  • Comply with safe work practices, including the use of safe work procedures, maintenance of a safe working area, and the use of safety equipment.
  • Contribute to providing the highest quality of products and services to clients.
  • Understand and appropriately apply the Firm's practices and procedures.

Meet The Recruiter

Isabel Swanson
Senior Legal Recruiter

I began my career as a litigation paralegal and attended law school for one year. I realized that was not the career path I wanted to take, so I started working as a legal recruiter and have been loving it for the last twenty years!

I love working at Burnett Specialists and truly enjoy the relationships I have formed with my candidates, clients, and co-workers.

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