Working knowledge: Advice from legal secretaries and personal assistants
So you've mastered the fundamentals of being a legal secretary. How do you distinguish yourself as a sought-after legal secretarial professional? The solution is to learn how to be a good legal secretary by going above and beyond to master these seven essential work characteristics.
Be Dependable
Because a legal secretary is the attorney's right-hand person, dependability is an important work characteristic that will ensure success. This goes beyond simply showing up on time. You may be required to stay at your desk after other offices have closed for the day on occasion.
Your attorney may be required to appear in court first thing in the morning—with an orderly file so that he can find whatever he needs at trial without rummaging.
Adjust your personal life as needed to ensure that this does not become a stressful issue and that your office knows they can rely on you. If you have children, plan for emergency child care in these situations. Put your favourite take-out restaurant's phone number in your phone so you can call it when you get home.
Be an entrepreneur.
The most successful secretaries are driven and self-starters. They don't sit around waiting for an attorney's instructions or assignments; instead, they stay on top of what needs to be done in any given time frame. They anticipate the needs of their employers and clients. They're willing to stretch themselves to learn new skills that will help the practise run smoothly.
Be Effective
In a law firm, efficiency translates to dollars, making efficiency a valuable work trait for any successful legal secretary. It can result in cost savings that your employer will undoubtedly notice. Secretaries who complete their tasks quickly and efficiently benefit the bottom line, making them indispensable.
Be Secretive
Because legal secretaries handle sensitive client files and data, discretion is essential. One of the quickest ways to end your legal career is to accidentally or intentionally disclose confidential information. Just as you should leave your personal life at the door when you arrive at work, you should leave work at work when you leave. Avoid discussing your day with family or friends. It's easy to slip up and say something inappropriate.
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Be Delightful
Compassion goes hand in hand with this. Nobody wants to work with someone who is grumpy, demanding, or negative. Secretaries who are pleasant to their coworkers and courteous to their clients go a long way in the workplace.
A calm smile will be appreciated by that client who is dealing with a serious problem, but be prepared for anything and remember that you are probably meeting him at the worst point in his life.
Even if he's grumpy and rude, keep smiling. If he needs a moment alone, offer him a cup of coffee or a glass of water, then go get it for him. Patience is essential. The secretary who handles these issues diplomatically and tactfully, smoothing over disagreements or forging solutions, can become an invaluable member of the legal team.
Be Consistent
Attorneys work under a lot of pressure and rely heavily on their assistants and secretaries. They, like all employees, bring with them certain work habits and attitudes that may necessitate patience. Some people are habitual procrastinators. Others are convinced they are always correct, while others are woefully disorganised. Any successful secretary must be able to handle all personality types and work challenges with grace.
Show Compassion
Though all of these work characteristics stand out as distinguishing characteristics of a successful legal secretary, compassion may be the most important. Clients entrust your law firm with issues that are fundamentally and critically important to their lives—issues about which they are so passionate that they sought the assistance of a law firm.
Handle everything with this understanding, and you'll be at the front of the pack before you know it. Clients will appreciate it, as will the attorneys you work for.