Legal Secretary

Location: Providence, RI

About the role

A well-established litigation firm is seeking an experienced Legal Secretary to provide direct administrative and legal support to multiple attorneys, including Partner-level attorneys. This position is best suited for an experienced legal professional who is highly organized, detail-oriented, independent, and comfortable managing their own workload with minimal supervision. The Legal Secretary will be responsible for managing calendars and deadlines, preparing and filing legal documents, maintaining case files, handling digital dictation and transcription, and providing billing support. The firm's practice is approximately 95% insurance defense, with additional work involving public utilities, property acquisition, and liability matters. The practice is multi-jurisdictional across Rhode Island, Connecticut, and Massachusetts and includes both state and federal court matters.

Responsibilities

• Provide administrative and legal support to multiple attorneys, including a Partner, Counsel, and Associates
• Manage attorney calendars, court deadlines, scheduling, and daily workflows
• Draft, edit, proofread, and format legal documents, including motions, pleadings, correspondence, and agreements
• Prepare and file documents with Rhode Island state and federal courts
• Maintain and organize digital and physical case files
• Monitor deadlines and independently ensure assignments and filings are completed accurately and on time
• Handle digital dictation and transcription
• Assist with client communications, scheduling, and intake
• Coordinate meetings, travel, and internal communications as needed
• Assist with billing processes and time entry
• Review and edit WIP reports prior to final billing
• Maintain confidentiality and appropriately handle sensitive legal and client information
• Support attorneys with additional administrative responsibilities as needed

Requirements

• 3+ years of experience as a Legal Secretary or Legal Administrative Assistant
• Previous litigation experience, ideally within insurance defense
• Strong knowledge of Rhode Island court procedures
• Hands-on experience with Rhode Island court and e-filing systems
• Experience preparing and filing documents in state and/or federal courts
• Ability to work independently with minimal supervision
• Experience with digital dictation and transcription
• Strong proofreading, document formatting, and written communication skills
• Ability to manage multiple deadlines and competing priorities
• Strong knowledge of legal terminology and litigation processes
• High level of attention to detail, professionalism, discretion, and reliability
• Proficiency with Microsoft Office and spreadsheets

Qualifications

• Experience supporting Partners or other senior attorneys
• Insurance defense or litigation defense experience
• Connecticut and/or Massachusetts court experience
• Familiarity with PACER
• Experience with legal billing and time-tracking processes
• Experience with PerfectLaw and/or PCLaw
• Experience using Philips SpeechExec or similar digital dictation software

Skills

• PerfectLaw – Case Management
• PCLaw – Billing
• Philips SpeechExec – Digital Dictation
• Microsoft Office
• Spreadsheets
• State and federal electronic filing systems

Benefits

• Health insurance through Blue Cross Blue Shield
• Employer pays 70% of coverage, including the deductible
• 100% employer-paid life insurance
• Two weeks of vacation
• Six personal days