Position Summary
We are seeking a full time or part time highly organized, professional, and detail-oriented Legal Secretary / Executive Assistant to support a busy criminal defense practice. This position plays a critical role in the day-to-day operations of the office and requires an individual who can manage multiple priorities, maintain strict confidentiality, and provide exceptional administrative and client support in a fast-paced environment.
The ideal candidate will possess strong communication skills, excellent judgment, the ability to work independently, and a commitment to providing outstanding service to clients during difficult and often sensitive circumstances.
Essential Duties and Responsibilities
- Serve as the primary point of contact for clients, prospective clients, courts, law enforcement agencies, opposing counsel, and other legal professionals.
- Manage a complex and frequently changing calendar, including court appearances, hearings, trials, client meetings, depositions, and travel arrangements.
- Answer and direct incoming phone calls, emails, and correspondence.
- Coordinate client intake procedures, collect necessary documentation, and maintain accurate records within the firm's case management system.
- Draft, prepare, proofread, and format legal documents, correspondence, pleadings, motions, discovery materials, subpoenas, and other case-related documents.
- File legal documents with local, state, and federal courts through electronic and traditional filing systems.
- Monitor court dockets, filing deadlines, hearing dates, and other critical case milestones to ensure timely completion of all required actions.
- Maintain and organize confidential client files, legal records, evidence, and case documentation.
- Coordinate communication between clients, attorneys, court personnel, investigators, expert witnesses, and law enforcement agencies.
- Obtain and organize police reports, court records, discovery materials, transcripts, medical records, and other case-related documents.
- Prepare case files and supporting documentation for hearings, trials, mediations, and client consultations.
- Track and prioritize urgent matters, ensuring attorneys are informed of critical deadlines and developments.
- Process incoming and outgoing mail, certified mail, and legal correspondence.
- Manage office records and document retention procedures in accordance with legal and ethical standards.
- Assist with billing, invoicing, client payments, expense tracking, and other administrative functions.
- Maintain office supplies, coordinate with vendors, and support general office operations.
- Perform additional administrative and legal support duties as assigned.
Qualifications
- Previous experience in a legal secretary, legal assistant, executive assistant, or administrative support role preferred.
- Criminal defense, litigation, or law office experience strongly preferred.
- Exceptional organizational and time management skills.
- Strong written and verbal communication abilities.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- High level of professionalism, discretion, and confidentiality.
- Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and Adobe Acrobat.
- Experience with electronic court filing systems preferred.
- Strong attention to detail and accuracy.
- Ability to work independently while maintaining effective communication with attorneys and staff.
Preferred Attributes
- Professional and confident demeanor.
- Excellent problem-solving and critical-thinking skills.
- Ability to remain calm under pressure and adapt to changing priorities.
- Strong interpersonal skills and a client-focused approach.
- Self-motivated, dependable, and highly organized.
- Ability to handle sensitive and confidential information with discretion.
Pay: $20.00 - $25.00 per hour
Benefits:
Experience:
- Office administration: 2 years (Preferred)
- Legal secretary: 2 years (Preferred)
Ability to Commute:
- Oklahoma City, OK 73116 (Required)
Work Location: In person
