Legal Secretary | Legal Services

Overview Thrive in a fast-paced legal environment where attention to detail and professionalism are valued every day. 💻 Work Style: Onsite 📍 Location: Available at one of our four locations — Gainesville, Jacksonville, St. Johns, or Leesburg 🕒 FTE: Full-Time (1.0 FTE) The Legal Secretary provides administrative and operational support to a centralized, multi-campus healthcare legal department. This role is responsible for the accurate preparation of legal and business documents, coordination of calendars and meetings, facilitation of internal and external communications, and processing of financial and administrative transactions. Serving as a key point of contact for the legal department, the Legal Secretary ensures professional, timely, and efficient handling of inquiries, supports attorneys and legal staff across functional areas, and helps maintain consistent processes and service delivery across all campuses. This position requires strong organizational skills, attention to detail, discretion, and the ability to manage competing priorities in a fast-paced environment. Responsibilities Key Responsibilities • Prepare, review, and maintain legal, business, and administrative documents with a high level of accuracy, professionalism, and confidentiality • Coordinate calendars, meetings, conference calls, and scheduling activities for attorneys and legal staff across multiple campuses • Serve as a primary point of contact for internal and external communications within the legal department • Process invoices, expense reports, purchase requests, and other financial or administrative transactions in a timely manner • Maintain organized legal files, records, contracts, and departmental documentation in accordance with established policies and procedures • Provide administrative and operational support to attorneys and legal staff, including document preparation and workflow coordination • Assist with meeting logistics, agenda preparation, presentation materials, and follow-up documentation • Manage competing priorities, deadlines, and high-volume workloads in a fast-paced healthcare environment • Ensure professional, timely, and customer-focused communication and service delivery across all interactions • Support operational consistency, collaboration, and administrative efficiency across all legal department locations • Handle sensitive and confidential information with discretion and sound judgment • Collaborate with cross-functional departments and leadership teams to support legal and business operations across the enterprise Qualifications Minimum Requirements Education: • Associate’s degree in Legal Studies, Business Administration, Healthcare Administration, or a related field required • Paralegal certificate or legal administrative certification preferred Experience: • Minimum of 3 years of administrative or legal support experience required, preferably within a law firm or in-house legal department • Healthcare, hospital, or other regulated industry experience strongly preferred • Demonstrated experience supporting multiple professionals while managing high-volume, multi-priority workloads • Experience with document preparation, calendaring, meeting coordination, and administrative support in a professional environment required • Proven ability to handle confidential and sensitive information with professionalism and discretion • Strong organizational, communication, and time management skills required • Proficiency with Microsoft Office applications and document management systems preferred Licensure/Certifications: • Paralegal certificate or legal administrative certification preferred Key Responsibilities • Prepare, review, and maintain legal, business, and administrative documents with a high level of accuracy, professionalism, and confidentiality • Coordinate calendars, meetings, conference calls, and scheduling activities for attorneys and legal staff across multiple campuses • Serve as a primary point of contact for internal and external communications within the legal department • Process invoices, expense reports, purchase requests, and other financial or administrative transactions in a timely manner • Maintain organized legal files, records, contracts, and departmental documentation in accordance with established policies and procedures • Provide administrative and operational support to attorneys and legal staff, including document preparation and workflow coordination • Assist with meeting logistics, agenda preparation, presentation materials, and follow-up documentation • Manage competing priorities, deadlines, and high-volume workloads in a fast-paced healthcare environment • Ensure professional, timely, and customer-focused communication and service delivery across all interactions • Support operational consistency, collaboration, and administrative efficiency across all legal department locations • Handle sensitive and confidential information with discretion and sound judgment • Collaborate with cross-functional departments and leadership teams to support legal and business operations across the enterprise Minimum Requirements Education: • Associate's degree in Legal Studies, Business Administration, Healthcare Administration, or a related field required • Paralegal certificate or legal administrative certification preferred Experience: • Minimum of 3 years of administrative or legal support experience required, preferably within a law firm or in-house legal department • Healthcare, hospital, or other regulated industry experience strongly preferred • Demonstrated experience supporting multiple professionals while managing high-volume, multi-priority workloads • Experience with document preparation, calendaring, meeting coordination, and administrative support in a professional environment required • Proven ability to handle confidential and sensitive information with professionalism and discretion • Strong organizational, communication, and time management skills required • Proficiency with Microsoft Office applications and document management systems preferred Licensure/Certifications: • Paralegal certificate or legal administrative certification preferred