Legal Secretary - Apprentice

Administrative Support

• Manage complex calendars, schedule meetings, and coordinate travel arrangements for attorneys, paralegals, and business leaders


• Coordinate all aspects of meeting logistics, including booking conference rooms, registering guests, arranging equipment, and organising catering


• Manage communications across multiple channels, including telephone, email, and hard copy correspondence, ensuring timely and appropriate handling


• Prepare and process expense reports and cheque requests, ensuring accuracy and timely submission


• Provide backup support to other secretaries, including absence coverage and assistance with overflow work


• Build strong working relationships with attorneys, PAs, and Business Services colleagues across the firm

Document Preparation and File Management:

• Proofread and edit legal documents, correspondence, memoranda, and other materials to ensure accuracy, consistency, and clarity


• Prepare accurate documents and correspondence adhering to the firm’s house style


• Assist with the preparation, management, and distribution of audit response letters


• Maintain organised and up-to-date client and administrative files within the firm’s document management system, ensuring compliance with firm policies and ease of retrieval


• Support preparation of bibles, court bundles, and other legal materials following training

Business Intake and Conflicts:

• Open new client and matter numbers and maintain accurate matter records


• Perform conflict checks in accordance with firm procedures


• Prepare engagement letters and coordinate execution via DocuSign

Time Entry and Billing:

• Facilitate time entry for assigned attorneys and paralegals, including inputting, reviewing, editing, and releasing time


• Support the billing process by tracking deadlines and circulating prebills for review where required