How to Be Executive Legal Secretary - Job Description, Skills, and Interview Questions

May 30, 2023 / 5 Minutes Read / By Albert

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The legal profession has experienced an increase in the demand for executive legal secretaries due to the complexity of legal cases and the need for highly skilled professionals to manage them. This increased demand has resulted in higher salaries for executive legal secretaries and a greater emphasis on their qualifications and experience. Furthermore, the ability to handle confidential information and the knowledge of relevant legal codes and procedures has become essential for any executive legal secretary.

The ability to multitask and work independently has also become increasingly important. As a result, employers have begun to place a greater emphasis on hiring executive legal secretaries who possess these skills and qualifications.

Steps How to Become

Obtain the Necessary Education. Most executive legal secretaries have an associate's degree or higher in paralegal studies or a related field. Additionally, employers typically prefer candidates with a high school diploma or equivalent.
Gain Relevant Work Experience. You may gain some of the necessary skills and knowledge for an executive legal secretary role by completing an internship or entry-level role in a legal office setting.
Develop Key Skills. Executive legal secretaries need to be proficient in office software such as Microsoft Office, as well as other legal software programs. It is important to develop strong communication and organizational skills, as well as customer service skills.
Earn a Professional Certification. Many employers prefer to hire executive legal secretaries who have earned a professional certification, such as a Certified Legal Secretary (CLS) from the International Association of Administrative Professionals (IAAP).
Join Professional Organizations. Joining a professional organization such as IAAP or the National Association for Legal Secretaries (NALS) can help you stay informed on industry trends, network with other executive legal secretaries, and find potential job opportunities.

A successful executive legal secretary must possess both the skills and efficiency to be successful. Great organizational and communication skills are required to stay on top of tasks and meet deadlines. Time management is key to being efficient in managing multiple tasks, prioritizing based on importance and urgency, and delegating when needed.

In addition, the ability to work independently and collaborate with other team members is crucial to success. Finally, staying up to date on the latest trends in the industry, as well as having a thorough understanding of legal terms and processes are essential in order to effectively perform the role. All of these skills and qualities must be combined in order to be a successful executive legal secretary.

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Job Description

Coordinate and maintain executive calendar, including scheduling meetings and appointments.
Prepare and edit correspondence, communications, presentations, and other documents.
Assist with the drafting and reviewing of legal documents and contracts.
Monitor, organize, and prioritize incoming communications, including phone calls, emails, and mail.
Research and compile data for special projects and reports.
Maintain filing systems of legal documents and records.
Prepare expense reports and process reimbursement forms.
Make travel arrangements for executives.
Manage inventory of office supplies, stationery, and other materials.
Act as a liaison with clients, vendors, and other staff members.

Skills and Competencies to Have

Excellent organizational skills
Proficient in legal terminology
Ability to prioritize tasks and meet deadlines
Proficiency in Microsoft Office Suite
Exceptional written and verbal communication skills
Ability to work effectively with a variety of people
Strong attention to detail
Knowledge of legal research techniques
Ability to prepare legal documents
Knowledge of court filing procedures
Thorough knowledge of legal documents such as pleadings, briefs and contracts
High degree of professionalism and discretion

Organizational and multitasking skills are essential for an effective legal secretary. The ability to prioritize tasks, manage deadlines and juggle multiple projects simultaneously is key to success in this role. Effective communication is also essential to ensure that all parties in the legal process are kept informed and up-to-date.

Attention to detail is critical to ensure accuracy of documents and paperwork, while the ability to recognize potential legal issues can help to prevent unnecessary problems from arising. Furthermore, legal secretaries should possess the knowledge of office software packages such as Microsoft Word and Excel and be familiar with relevant legislation and legal processes. With these skills and attributes, an executive legal secretary can provide invaluable support to attorneys and other legal professionals and ensure that all deadlines are met.

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Frequent Interview Questions

What experience do you have in legal document preparation and filing?
What is your understanding of the roles and responsibilities of an executive legal secretary?
How would you handle a deadline-driven situation when working with multiple attorneys?
Describe a time when you had to adjust to a new attorneys style and preferences.
How do you ensure accuracy of documents and other legal information?
What strategies do you use to stay organized and prioritize tasks?
How would you handle a situation where a lawyers instructions were unclear?
What experience do you have with e-filing and other electronic legal filing systems?
How do you keep track of deadlines, calendars, and other important information?
What do you consider the most important qualities and skills for an executive legal secretary?

Common Tools in Industry

Microsoft Word. A word processing program used to create and edit documents. (eg: Writing a legal brief)
Microsoft Excel. A spreadsheet program used to store, organize, and analyze data. (eg: Maintaining a legal department budget)
Adobe Acrobat. Software used to create, modify, and sign PDF documents. (eg: Signing and submitting documents electronically)
Case Management Software. Software used to track cases, documents, and deadlines. (eg: Tracking legal deadlines)
Research Database. An online database used to conduct legal research. (eg: Researching case law)
Email Client. Software used to send, receive, and store emails. (eg: Corresponding with clients and colleagues)
Calendar Software. Software used to manage and coordinate schedules. (eg: Scheduling meetings and court appearances)
Digital Voice Recorder. A device used to record meetings, conversations, and dictations. (eg: Recording dictations for transcription)
Document Management System. Software used to store and secure documents. (eg: Storing client documents securely)
Printer. A device used to print hard copies of documents. (eg: Printing documents for filing)

Professional Organizations to Know

National Association of Legal Secretaries (NALS)
International Association of Administrative Professionals (IAAP)
National Federation of Paralegal Associations (NFPA)
American Bar Association (ABA)
Legal Assistants Division of the American Society for Paralegals (LADASP)
Association of Legal Administrators (ALA)
National Notary Association (NNA)
National Association of Legal Assistants (NALA)
American Alliance of Paralegals (AAP)
National Association of Professional Process Servers (NAPPS)

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Common Important Terms

Legal Documentation. Documents used to define legal rights and responsibilities in a variety of contexts, such as contracts, wills, court filings, and other legal documents.
Legal Research. The process of researching and analyzing legal questions, usually for the purpose of presenting a case in court or offering legal advice.
Dictation. The process of recording spoken information and converting it into written form. This is often used in legal settings when preparing court documents or other legal documents.
Courtroom Procedures. The rules and regulations governing how a courtroom is managed and how cases are handled. This includes the rules regarding how evidence is presented, how witnesses are questioned, and how decisions are made.
Document Management. The process of organizing and maintaining legal documents, such as contracts, wills, and court filings. Document management software is often used to help ensure that legal documents are properly stored and managed.
Litigation. A type of legal dispute in which two or more parties take legal action against one another. Litigation can involve civil law or criminal law issues.
Legal Writing. Writing that is used in a legal context, such as briefs, pleadings, or other court filings. Legal writing must be accurate, concise, and clear in order to ensure that the court understands the case being presented.

Frequently Asked Questions

What tasks does an Executive Legal Secretary typically perform?

An Executive Legal Secretary typically performs administrative tasks such as drafting legal documents, managing correspondence, organizing files, scheduling meetings, and providing support to legal teams.

What qualifications are required to become an Executive Legal Secretary?

Generally, an Executive Legal Secretary will need to have a high school diploma, a minimum of two years of experience working in a legal office setting, and knowledge of legal terminology and procedures.

What kind of salary can an Executive Legal Secretary expect to earn?

According to PayScale, the median annual salary for an Executive Legal Secretary is $52,000.

What is the job outlook for Executive Legal Secretaries?

The U.S. Bureau of Labor Statistics projects that the demand for Executive Legal Secretaries will grow 6% from 2020 to 2029.

What type of skills are necessary for an Executive Legal Secretary?

An Executive Legal Secretary will need to have strong organizational, communication, and time management skills, as well as a good understanding of legal processes and procedures.