EQUES LAW GROUP
Legal Secretary
Position Summary
The Legal Secretary serves as an important first point of contact for potential and existing clients while providing administrative, intake, scheduling, and operational support to the attorneys and paralegals of Eques Law Group.
This position requires a professional and welcoming client presence, strong attention to detail, comfort working within established systems and procedures, and the ability to anticipate needs and take initiative. The Legal Secretary helps ensure that prospective clients move efficiently through the intake process, attorneys and paralegals remain organized, client matters continue moving forward, and the office operates smoothly each day.
Key Responsibilities
Client Intake & Scheduling
- Serves as a back up to our intake team when team members are out of office.
Attorney & Paralegal Support
- Serve as an administrative support partner to attorneys and paralegals in the assigned office.
- Coordinate central attorney calendars, appointments, consultations, meetings, and scheduling needs.
- Assist with communication and coordination between attorneys, paralegals, the intake team, and other firm personnel.
- Help attorneys manage daily workflow, competing priorities, and administrative tasks.
- Monitor matters and administrative tasks for items that appear stalled, incomplete, or in need of follow-up and take appropriate action to help move them forward.
- Anticipate routine attorney and paralegal needs and take initiative when appropriate.
- Draft routine emails, correspondence, and templated documents at the direction of attorneys or paralegals.
- Develop an understanding of basic paralegal functions in order to effectively support the legal team.
- Assist with preparation of routine legal documents and client packets.
- Assist with notarizations, witnessing, and document-signing appointments as appropriate.
Administrative & Office Support
- Prepare, organize, copy, scan, and maintain legal documents and client materials.
- Maintain organized physical and electronic files in accordance with firm procedures.
- Manage incoming and outgoing mail, deliveries, correspondence, and document distribution.
- Operate office equipment including printers, scanners, copiers, and related systems.
Office Presence & Client Experience
- Maintain a consistent and dependable in-office presence during assigned hours and at assigned office locations.
- Help maintain a professional, organized, and welcoming environment for clients, visitors, and team members.
- Greet clients and assist with appointments, meetings, document signings, and other office needs.
- Help ensure clients receive responsive, courteous, and professional service throughout their interaction with the firm.
Courier & External Administrative Support
- Perform courier and administrative errands as needed on behalf of the firm.
- File, retrieve, deliver, or obtain documents from courts and clerk offices.
- Make deliveries to and communicate with county and state agencies as directed.
- Deliver or retrieve documents from law firms, businesses, clients, and other outside organizations.
- Complete other local administrative errands necessary to support client matters and office operations.
Qualifications
- Strong verbal and written communication skills.
- Professional, friendly, and client-service-oriented demeanor.
- Strong interpersonal skills and the ability to communicate effectively with clients, attorneys, coworkers, courts, and outside organizations.
- High attention to detail, organization, and accuracy.
- Dependable and able to maintain consistent attendance and office coverage.
- Ability to manage multiple responsibilities and priorities in a fast-paced professional environment.
- Comfortable following structured processes, procedures, checklists, and technology-based workflows.
- Ability to work independently while communicating and coordinating effectively with attorneys, paralegals, intake personnel, and other team members.
- Ability to exercise discretion and maintain confidentiality.
- Willingness to learn legal terminology, firm systems, and basic paralegal and legal-support functions.
- Prior legal, administrative, office, hospitality, or client-service experience preferred but not required.
- Valid driver’s license and reliable transportation required for courier responsibilities.
Key Competencies
Successful team members in this position demonstrate:
- Client Service: Creates a professional, responsive, and welcoming experience for every client and prospective client.
- Initiative: Recognizes what needs to be done and handles appropriate routine matters without waiting for unnecessary direction.
- Organization: Maintains accurate records, schedules, documents, and follow-up systems.
- Communication: Keeps attorneys, paralegals, clients, and team members informed and communicates clearly and professionally.
- Follow-Through: Takes ownership of assigned responsibilities and helps ensure tasks and matters continue moving forward.
- Attention to Detail: Produces accurate work and notices missing information, deadlines, or incomplete tasks.
- Teamwork: Works collaboratively with attorneys, paralegals, intake staff, administrative staff, and firm leadership.
- Confidentiality: Handles sensitive client and firm information professionally and appropriately.
- Adaptability: Is willing to assist where needed and learn new systems, responsibilities, and legal-support functions.
Performance Expectations
The Legal Secretary is expected to:
- Provide prompt, courteous, and professional communication.
- Accurately complete intake and administrative responsibilities.
- Maintain organized and up-to-date client and office information.
- Reliably manage assigned scheduling and follow-up responsibilities.
- Support attorneys and paralegals in keeping matters moving efficiently.
- Follow established firm systems, policies, and procedures.
- Maintain confidentiality and professional judgment at all times.
- Take ownership of responsibilities and communicate proactively when additional direction or assistance is needed.
Reporting Structure
The Legal Secretary works closely with assigned attorneys, paralegals, the intake team, and administrative staff and reports to the designated supervisor or firm leadership.
