Secretary

Job Title: Secretary

Location: Maitland, FL
Job Type: Full Time
Reports To: Managing Attorney

Position Summary:

We are seeking a highly organized, detail-oriented, and proactive Secretary to provide comprehensive administrative and clerical support to our law office. The ideal candidate will be proficient in Microsoft Office Suite and Zoom, possess strong organizational and communication skills, and have the ability to multitask effectively in a fast-paced legal environment.

Key Responsibilities:

• Answer and respond to phone calls and email messages in a timely and professional manner.
• Schedule and coordinate in-person, Zoom, and phone meetings.
• Greet clients and visitors; maintain a professional and welcoming front office environment.
• Interact daily with the managing attorney and legal staff, including taking notes, receiving instructions, and participating in discussions.
• Prepare and draft standard agreements of representation and other documents.
• Maintain and manage attorney calendars and schedules, including court dates, appointments, and deadlines.
• Organize, classify, and categorize large volumes of paperwork and files.
• Create, maintain, and organize case files in both electronic and physical formats.
• Arrange travel accommodations and meeting logistics as needed.
• Prepare correspondence and documentation for review and distribution.
• Draft administrative documents with high attention to detail.
• Handle all administrative duties, including filing, scanning, and data entry.
• Schedule, confirm, and follow up on appointments and meetings.
• Manage time efficiently to handle daily priorities and meet deadlines.

Required Skills and Qualifications:

• Proficiency in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook.
• Proficient with Zoom and other virtual meeting platforms.
• Excellent verbal and written communication skills.
• Strong organizational abilities and attention to detail.
• Ability to multi-task and work efficiently in a fast-paced legal environment.
• Experience with calendar management and scheduling.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong time management skills and the ability to prioritize tasks effectively.

Preferred Qualifications:

• Prior experience as a Secretary, Assistant, or similar administrative role.
• Familiarity with billing and timekeeping software.
• Ability to quickly learn new tools and software relevant to administration.
• Prefer a candidate that is going to school or graduated in business or law.
• Prefer if candidate has worked or seeks to work in a law firm.

Additional duties may be assigned as needed, and the candidate must be willing to learn and take on new responsibilities as required.

To Apply:
Please submit your resume and a brief cover letter outlining your qualifications and relevant experience to alexis@besharapa.com

Benefits:

Paid time off (Vacation & Sick days)