How to hire a legal secretary

How to hire a legal secretary, step by step

Here's a step-by-step legal secretary hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a legal secretary job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new legal secretary
• Step 8: Go through the hiring process checklist

What does a legal secretary do?

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1. Identify your hiring needs

   Before you post your legal secretary job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a legal secretary for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A legal secretary's background is also an important factor in determining whether they'll be a good fit for the position. For example, legal secretaries from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of legal secretaries and their corresponding salaries.

   Type of Legal Secretary	Description	Hourly rate
   Legal Secretary	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$13-28
   Service Officer	A service officer or client services officer is a professional who is a part of a financial management team that delivers services to customers. Service officers provide client support services by maintaining a high level of professionalism and competence in client interactions... Show more	$15-35
   Litigation Paralegal	A litigation paralegal is a specialist who is responsible for assisting attorneys throughout the trial process. On the plaintiff side, litigation paralegals conduct initial client interviews and legal research for case preparations... Show more	$19-39

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Litigation
   • Legal Correspondence
   • Dictation
   • Law Firm
   • Travel Arrangements
   • Scheduling Appointments
   • Transcription
   • Subpoenas
   • Word Processing
   • Real Estate Closings
   • Telephone Calls
   • PowerPoint
   • Administrative Tasks
   • Expense Reports

   Check all skills

   Responsibilities:

   • Interview clients and manage discovery response process including responses to interrogatories and production of documents.
   • Manage and perform paraprofessional and legal research functions relate to medical malpractice, products liability and general litigation.
   • Perform administrative tasks for managing partner and trial attorney at a medical malpractice litigation firm including daily transcription and stenography.
   • Draft and type probate documents, estate planning documents, discovery including interrogatories, correspondence.
   • Prepare pleadings such as; summonses and complaints, motions, interrogatories, subpoenas and judgments as well as general correspondence.
   • Provide full administrative and secretarial support for labor and employment law partner involve with high-stakes litigation on behalf of corporate clients.

   More legal secretary duties

3. Make a budget

   Including a salary range in your legal secretary job description helps attract top candidates to the position. A legal secretary salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for a legal secretary in Arkansas may be lower than in California, and an entry-level legal secretary usually earns less than a senior-level legal secretary. Additionally, a legal secretary with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average legal secretary salary

   $41,725yearly

   $20.06 hourly rate

   ---

   Entry-level legal secretary salary

   $28,000 yearly salary

   Updated December 30, 2025

   Average legal secretary salary by state

   Rank	State	Avg. salary	Hourly rate
   1	District of Columbia	$61,547	$30
   2	California	$57,151	$27
   3	Colorado	$50,395	$24
   4	Massachusetts	$47,754	$23
   5	Connecticut	$47,255	$23
   6	New York	$46,367	$22
   7	Illinois	$43,722	$21
   8	Utah	$43,481	$21
   9	Pennsylvania	$43,232	$21
   10	Minnesota	$42,956	$21
   11	Maryland	$42,914	$21
   12	Texas	$41,956	$20
   13	Oregon	$41,543	$20
   14	Michigan	$41,378	$20
   15	Washington	$40,969	$20
   16	Florida	$40,356	$19
   17	Virginia	$40,330	$19
   18	Arizona	$37,733	$18
   19	Missouri	$37,322	$18
   20	Louisiana	$36,786	$18

   Average legal secretary salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Kane Russell Coleman Logan	$104,007	$50.00
   2	Thompson Coe	$76,320	$36.69	2
   3	Kent Daniels & Associates	$71,813	$34.53	21
   4	Benesch	$66,841	$32.14
   5	Wilson Elser Moskowitz Edelman & Dicker Llp	$63,901	$30.72	26
   6	Cipriani & Werner, P.C.	$63,378	$30.47	2
   7	Klinedinst Pc	$61,448	$29.54	10
   8	Williams & Connolly	$58,495	$28.12
   9	Forchelli Deegan Terrana	$57,077	$27.44
   10	Richards Kibbe & Orbe	$56,995	$27.40	1
   11	Fenwick & West	$56,798	$27.31
   12	Lewis Brisbois Bisgaard & Smith	$56,515	$27.17	31
   13	Levorse Debra E Atty	$56,116	$26.98	7
   14	Banker Lopez Gassler P.A.	$55,216	$26.55
   15	Santo Domingo	$54,989	$26.44
   16	Legal Services	$53,590	$25.76	103
   17	AIG	$53,240	$25.60
   18	Baker Donelson	$52,384	$25.18
   19	GPAC	$52,263	$25.13
   20	FordHarrison	$52,074	$25.04

4. Writing a legal secretary job description

   A job description for a legal secretary role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a legal secretary job description:

   Legal secretary job description example

   Zurich North America is currently hiring a Staff Legal Secretary to join our team in Addison/Dallas, TX. The Staff Legal Secretary performs a broad range of administrative and secretarial support for two General Liability defense attorneys. T his position is a hybrid of remote work and in office activity designed to meet the need of the selected candidate and Zurich North America. At Zurich North America Claims we acknowledge that work life-balance and flexibility are a priority when it comes to choosing your next career move. Designed with our employees' needs in mind, the ZNA Claims hybrid work model emphasizes flexibility, allowing claims employees to conduct individual work in their preferred location, while facilitating in-person connections and collaborative activities when meaningful and valuable. While the model provides a high level of flexibility and autonomy, occasional circumstances requiring in-office attendance should be expected. The candidate selected for this opportunity should be able to report into the following North American Claims office: Addison, TX
   In this role you will be responsible for: Organizes and maintains all electronic and paper files relating to litigation and administrative matters. Applies knowledge of legal document formats to transcribe and/or type contracts, briefs, summonses, complaints, and motions. Providing administrative support to 2 attorneys such as answering the phone, scheduling, and maintaining calendars, etc. Responding to inquiries from and interacts with customers, clients, counsel, and witnesses. Drafting legal pleadings, correspondence, and other documents as directed. Maintaining accurate systems for assigned attorneys' cases. Organizing and maintaining case files and documentation, electronically. Contributing to the team effort by accomplishing related results and participating on projects as needed Basic Qualifications: High School Diploma or Equivalent and 3 or more years of experience in the Legal Secretary area within the Insurance industry OR Zurich Certified Insurance Apprentice including an Associate Degree and 1 or more years of experience in the Legal Secretary area within the Insurance industry AND Experience drafting legal documents and correspondence Experience providing administrative support to one or more attorneys Preferred Qualifications: Associate Degree or Bachelor's degree Ability to effectively draft complex legal documents, correspondence, and pleadings Strong Microsoft Office skills Familiarity with litigation management software systems Organization and prioritization skills Experience with Houston jurisdiction & laws
   As a condition of employment at Zurich, employees must adhere to our COVID-related health and safety protocols ( ), including, without limitation, a requirement that employees attest as to their vaccination status with a YES/NO, and upload proof of vaccination status, or a negative COVID test result when applicable, to a third-party vendor. These protocols are continuously re-evaluated and the requirements may change at any time.
   
   A future with Zurich. What can go right when you apply at Zurich? Now is the time to move forward and make a difference. At Zurich, we want you to share your unique perspectives, experiences and ideas so we can grow and drive sustainable change together. As part of a leading global organization, Zurich North America has over 150 years of experience managing risk and supporting resilience. Today, Zurich North America is a leading provider of commercial property-casualty insurance solutions and a wide range of risk management products and services for businesses and individuals. We serve more than 25 industries, from agriculture to technology, and we insure 90% of the Fortune 500 . Our growth strategy is not limited to our business. As an employer, we strive to provide ongoing career development opportunities, and we foster an environment where voices are diverse, behaviors are inclusive, actions drive equity, and our people feel a sense of belonging. Be a part of the next evolution of the insurance industry. Join us in building a brighter future for our colleagues, our customers and the communities we serve. Zurich maintains a comprehensive employee benefits package for employees as well as eligible dependents and competitive compensation. Please click here to learn more.
   
   As a global company, Zurich recognizes the diversity of our workforce as an asset. We recruit talented people from a variety of backgrounds with unique perspectives that are truly welcome here. Taken together, diversity and inclusion bring us closer to our common goal: exceeding our customers' expectations. Zurich does not discriminate on the basis of age, race, ethnicity, color, religion, sex, sexual orientation, gender expression, national origin, disability, protected veteran status or any other legally protected status. EOE disability/vet
   
   Zurich does not accept unsolicited resumes from search firms or employment agencies. Any unsolicited resume will become the property of Zurich American Insurance. If you are a preferred vendor, please use our Recruiting Agency Portal for resume submission.
   
   Location(s): AM - Dallas, AM - Addison
   Remote Working: No
   Schedule: Full Time
   
   Linkedin Recruiter Tag:

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5. Post your job

   To find legal secretaries for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any legal secretaries they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level legal secretaries with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your legal secretary job on Zippia to find and recruit legal secretary candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit legal secretaries, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new legal secretary

   Once you've found the legal secretary candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new legal secretary first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a legal secretary?