Legal Secretary (Remote)

Join a mission-driven legal team committed to excellence. Cha Law Ethics is seeking a highly organized and detail-oriented Legal Secretary (Associate or Senior Level) to support our Principal and contribute to the smooth operation of our legal practice. This is a full-time role ideal for legal professionals who thrive in a fast-paced environment, take pride in high-quality work, and are passionate about delivering exceptional client service.

This is a fully remote position open only to residents of California, Washington, Arizona, Georgia, Texas, North Carolina, and Florida. Candidates must be able to work from 8:00 AM to 5:00 PM PST.

POSITION SUMMARY: This role provides essential administrative and legal support to the Principal by managing complex calendars, preparing and formatting legal documents, monitoring deadlines, and facilitating timely client communication. The Legal Secretary supports the efficient operation of daily legal and administrative functions through proactive coordination, attention to detail, and a commitment to high standards of professionalism and confidentiality.

WHAT YOU’LL DO (Essential Functions):

Administrative Support:

·         Track and proactively inform the Principal of upcoming deliverables, deadlines, and key appointments.

·         Proactively monitor the Principal’s urgent and routine folders, taking appropriate action in a timely manner.

·         Manage complex scheduling for the Principal across multiple time zones and priorities, in coordination with the            Executive Assistant.

·         Maintain and manage the firm-wide calendar, serving as the primary point of responsibility for tracking internal              meetings, court dates, filing deadlines, and key events to ensure all critical obligations are met without                          oversight.

·         Transcribe and summarize electronic dictation.

·         Maintain a working knowledge of case summaries and progress in conjunction with status reports and case                  trackers.

·         Proofread documents.

·         Take meeting notes and ensure effective follow-up with clients or other parties.

Communication/Client Management

·         Prioritize and uphold high-level client experience, exceeding client expectations.

·         Ensure timely, client-focused email and correspondence management on behalf of the Principal, with a strong              emphasis on responsiveness and discretion.

·         Develop and maintain relationships with the internal team and top clients.

Document Preparation and Management:

·         Ensure all documents comply with court rules, formatting requirements, and filing deadlines.

·         Create high-quality documents in Word and PowerPoint that are ready for presentation.

·         Draft and format legal documents such as contracts, pleadings, motions, and correspondence.

·         Organize and maintain filing systems.

Billing and Expense Management:

·         May prepare tasks, billing descriptions, and manage client billing using law firm systems (e.g., Clio), track billable time, and reconcile expenses as needed.

·         Manage expenses related to legal cases and as requested in other matters.

Maintain Confidentiality:

Handle all firm and client information with the highest level of confidentiality, discretion, and professionalism.

Other:

Actively contribute to a positive, client-cantered culture and high-performing virtual team.

Other duties or projects as requested.

WHAT YOU’LL BRING (Essential Qualifications):

Education: 

High school diploma required; bachelor’s degree preferred, ideally in legal studies, business administration, or a related field.

Experience: 

·         3+ years’ experience as Legal Secretary, Legal Assistant, or Paralegal capacity.

·         Proficient in Microsoft Office Suite (especially Word, Excel, and PowerPoint), with advanced document                        formatting and file organization experience.

·         Experience using legal document management systems for organizing and retrieving case files.

·         California State Bar experience strongly desired.

·         Civil litigation experience in state or federal courts strongly desired.

·         Familiarity with legal billing and timekeeping software (Clio preferred), including invoice preparation, generating            reports, and tracking billable hours.

Knowledge/Skills: 

·         Strong knowledge of legal terminology, court filing procedures (state and federal), and case documentation                  workflows.

·         Proficiency in preparing, formatting, and proofreading legal documents, correspondence, pleadings, motions,              and contracts with a high level of accuracy.

·         Skilled in transcribing dictation and preparing legal documents from recorded material.

·         Familiarity with electronic court filing systems (state and federal) and compliance with jurisdictional                                requirements.

·         Ability to manage sensitive and confidential information with discretion, integrity, and professionalism.

·         Excellent time management and organizational skills, with the ability to prioritize tasks, manage competing                  deadlines, and maintain accuracy under pressure.

·         Familiarity with the ethical use of generative AI tools.

·         Strong written and verbal communication skills, with a professional and client-focused approach.

·         Ability to work independently and proactively in a remote environment, with minimal supervision.

·         Demonstrated adaptability to changing priorities, evolving technologies, and fast-paced workloads.

·         Strong interpersonal skills and ability to collaborate effectively with attorneys, clients, and legal support staff.

·         Proficiency in legal research skills using tools such as Westlaw, LexisNexis, or other online databases, with the            ability to summarize findings concisely.

·         Fluency in speaking, reading, and writing in English.