A legal secretary is an administrative professional who works in a legal environment. Their primary duties focus on communication, documentation, scheduling, and client coordination. They help keep daily operations running efficiently for law firms, solo practices, and corporate legal departments.
This complete guide will help you make the right hiring decisions by outlining job responsibilities, qualifications, and practical tips.
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What Does a Legal Secretary Do?
A legal secretary performs clerical, document, and organizational tasks under the direct supervision of a licensed attorney. Their workday involves assisting with various stages of legal work to help keep the practice organized and running smoothly.
Here are the typical duties and responsibilities of a legal secretary on a daily basis:
- Draft, proofread, and format legal documents and correspondence
- File and organize physical and digital case files
- Manage attorney calendars, court dates, and schedule appointments
- Organize and maintain case files in physical and digital filing systems
- Answer and screen phone calls and client inquiries
- Manage billing and timekeeping for client matters
- Transcribe dictation and meeting notes into formal documents
- Maintain contact lists and databases
- Assist with trial preparation and document assembly
- Coordinate with courts, vendors, and opposing counsel
Qualifications to Look For in a Legal Secretary
Effective legal secretaries combine technical skills with strong interpersonal skills. The role requires precision, discretion, and the ability to manage multiple priorities in a fast-paced legal environment.
While certifications and years of experience are important, successful candidates should have a balanced mix of skills and qualifications, including:
- Legal knowledge: Understanding of legal terminology, procedures, and document formatting requirements
- Technical proficiency: Experience with legal practice management software, e-filing systems, and Microsoft Office Suite
- Organizational skills: Ability to manage multiple cases, calendars, and court deadlines simultaneously
- Attention to detail: Accuracy in drafting, formatting, and filing legal documents
- Communication skills: Professional phone manner and clear written communication
- Confidentiality: Strong ethical standards and discretion with sensitive information
- Collaboration: Ability to work effectively with attorneys and legal teams
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Legal Secretary Job Description Templates
Use these templates as a starting point. Customize the duties, requirements, and compensation to reflect your firm's needs and location.
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When Do You Need a Legal Secretary?
Knowing when to hire is just as important as knowing who to hire. Some signs are easy to overlook until the problem becomes urgent. Don't wait until you're completely overwhelmed. Hiring proactively prevents burnout and protects your client relationships.
Signs Your Firm Needs Support
- Attorneys are spending too much time on administrative work instead of billable tasks
- Client calls and emails go unanswered for extended periods
- Deadlines are being missed or tracked manually
- Document filing is inconsistent or disorganized
- Scheduling conflicts are becoming a recurring issue
- The firm has recently added attorneys or expanded into new practice areas
If you are a solo practitioner, you may be handling everything yourself. A legal secretary can free up hours each week so you can focus on client work.
If your firm is growing, you’ll need someone who can manage multiple calendars and coordinate between team members to keep your operations organized.
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Legal Secretary Hiring Process
A structured approach helps you find the right candidate faster and reduces the risk of a mis-hire. Follow these steps to build a clear and effective process.
Step 1: Build a Candidate Profile
Before posting a job listing, define exactly what you need. Decide on the experience level, required skills, and preferred background.
Consider your firm’s culture and the practice area the role will support. A legal secretary for a personal injury firm may need different skills than one supporting a corporate law team.
Step 2: Write the Job Description
Use one of the templates above as a starting point. Customize it to reflect your specific needs, including daily responsibilities, required tools, practice area support, and must-have qualifications.
Be honest about the role’s challenges and clear about expectations. Detailed descriptions attract better-fit candidates because they understand exactly what the job involves.
Step 3: Find the Right Candidate
Post the position on platforms where legal professionals actively search for opportunities. While general job boards can generate more applications, specialized legal employment sites often produce more qualified candidates.
You can also reach out to colleagues, local law schools, or legal secretary training programs. Review applications systematically by creating a scoring rubric based on your must-have qualifications to evaluate candidates consistently.
See the “Where to Find Legal Secretaries” section below for specific resources.
Step 4: Interview Candidates
Start with initial screening interviews to assess basic qualifications and communication skills. This saves time before conducting final interviews.
Prepare structured interview questions to evaluate both technical ability and cultural fit. Here are sample questions you can ask:
- Tell me about your experience with legal document formatting.
- How do you manage competing deadlines or urgent requests?
- What case management software have you used, and how proficient are you?
- Describe a time you caught an error before it reached a client or the court.
- How do you stay current with court filing rules and requirements?
- What experience do you have with [your practice area]?
- How would you describe your communication style when dealing with difficult clients?
Step 5: Make an Offer
Move quickly once you identify the right candidate. Strong candidates often have multiple opportunities and may not wait long for a decision.
Make a competitive offer based on local market rates and the candidate’s experience. Clearly outline salary, benefits, schedule, and any remote or hybrid arrangements. A well-structured offer reduces the risk of losing your chosen candidate to a counteroffer.
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What Is the Cost of Hiring a Legal Secretary?
The cost of hiring a legal secretary depends on experience level, practice area, and location. For example, legal secretaries working in metropolitan areas with a higher cost of living typically earn more than those in rural areas.
In the United States, the typical salary for a legal secretary in 2026 ranges from $43,904 to $108,212, with a national average salary of $68,927. This translates to approximately $33 per hour based on a full-time schedule.
Source: Indeed Salary Data (US), Updated February 2026
In addition to base salary, employers should factor in payroll taxes, health insurance, paid time off, retirement contributions, and office overhead. These expenses can add an additional 20–30% on top of the stated salary.
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In-House vs. Virtual Legal Secretary
An in-house legal secretary works on-site at your firm. They are physically present during business hours and can handle tasks that require in-person support, such as managing front-desk operations or handling original documents.
A virtual legal secretary works remotely. They perform the same administrative functions as an in-house employee but use digital tools and cloud-based platforms to complete their tasks.
An in-house option typically works best for firms with high daily client traffic or complex workflows that require close, in-person coordination with attorneys. In contrast, a virtual option offers greater flexibility. You can hire part-time, full-time, or on a per-project basis without the added overhead of maintaining office space.
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Where to Find Legal Secretaries
Finding qualified candidates requires posting in the right places. Here are the most effective channels for hiring a legal secretary in 2026:
- Job boards – Post a job listing or search for candidates directly by role and experience on platforms like LinkedIn, Indeed, and ZipRecruiter.
- Bar association job boards – Highly targeted platforms for legal professionals.
- Legal staffing agencies – Provide pre-vetted candidates with legal-specific experience.
- Paralegal and legal studies programs – A great source for entry-level candidates.
Need help finding a qualified legal secretary? Legal Soft connects law firms with pre-vetted virtual legal secretaries who are experienced and work directly as part of your team. Choose from our network and begin working with one as soon as the next day.
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Frequently Asked Questions
Is a legal secretary the same as a legal assistant?
While the titles are often used interchangeably, they are not exactly the same. A legal secretary primarily focuses on clerical and administrative tasks such as typing, filing, and scheduling. In contrast, a legal assistant typically handles more substantive legal work, such as research, drafting, and case management.
What should I offer an entry-level legal secretary?
According to 2026 data from Indeed, the average starting salary for an entry-level legal secretary in the United States is approximately $36,675 per year. However, exact figures depend on your city, firm size, and workload. In major metropolitan areas like New York or Los Angeles, you can expect to pay on the higher end.
Should a solo practitioner hire a legal secretary?
Hiring a legal secretary can be beneficial for solo attorneys, especially if administrative tasks are taking time away from billable work. This support can help recover significant time each week, often paying for itself through increased billable hours.
Do legal secretaries need certification?
Certification is not legally required, but it can strengthen a candidate’s qualifications. Certifications from organizations such as NALS are among the most recognized in the field.
