Legal Secretary – Litigation

Our client is looking for a Legal Secretary. As a member of a secretarial team, this position will provide support to attorneys and paralegals resulting in a high level of client service; document processing and editing; preparing litigation documents; managing travel arrangements; processing new business intake; preparing and submitting attorney expenses; inputting attorney time entries; handling client billing; responding to client inquiries via phone and email; arranging meetings and conferences; coordinating calendars; monitoring incoming mail, and e-mails; maintaining and updating client files and other tasks. This position works in a team model environment with other secretaries to provide consistent quality service by using innovative technical skills and creative soft skills.

As a Legal Secretary your job duties will include but not be limited to:

• Advanced knowledge in formatting briefs, pleadings and other litigation documents
• Knowledge of Illinois and Federal Court procedures
• Assist attorneys with new client applications, conflict checks and audit letters
• Accurately enter attorney time into timekeeping system to meet weekly deadlines
• Work closely with Accounting Department staff to prepare client billings and receivables
• Establish and maintain paper and electronic client and administrative files in compliance with current Firm policies
• Interact on a daily basis with departments within the Firm to facilitate highest possible legal support
• Prepare and submit expense reports
• Proficiency with making and managing travel arrangements with assistance of travel agency to ensure all aspects of travel are made accurately and communicated effectively (i.e., air, hotel, car, train, meeting rooms, travel memberships accounts and the like)
• Provide assistance to Shareholders to prepare for all internal/external meetings
• Manage attorney calendars and schedule client meetings
• Answer, screen and place phone calls to clients and other business associates and respond to client inquiries
• Open, review and route mail as directed
• Provide assistance to other Legal Secretaries within Firm whenever necessary to meet Firm and client needs

Skills & Competencies:

• Able to prioritize tasks in a high-pressure environment
• Strong organizational skills combined with the ability to work independently on several projects at one time
• Personable, professional, detailed-oriented and a problem solver
• Knowledge of legal terminology
• Excellent written and verbal communication skills
• Ability to deal courteously and effectively with others
• Ability to read, interpret and follow instructions
• Ability to work core business hours with flexibility for overtime, as required

Qualifications:

• Bachelor’s degree preferred
• Minimum of five (5) years of legal secretarial experience in a law firm environment working with multiple attorneys required
• Experience with managing monthly client billings
• Experience working with multiple attorneys and handling competing demands in professional manner
• Position also requires the ability to work under pressure to meet strict deadlines

Computer Skills:
To perform this job successfully, an individual must be proficient in the following software:

• Microsoft Word
• Adobe
• Excel