Legal Administrative Assistant (Intellectual Property)

Position Summary

The Legal Administrative Assistant (Intellectual Property) provides confidential secretarial and administrative support to multiple attorneys and other timekeepers in the Chicago office. Duties include coordinating communications, maintaining files and records, preparing and processing documents, assisting with billing and time entry, and scheduling meetings, travel, and related logistics.

Primary Responsibilities

• Interact with staff and attorneys at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient.
• Deliver exceptional client service both internally and externally in a professional manner with discretion and confidentiality.
• Proactively demonstrate effective teamwork and provide assistance to other LAAs and timekeepers as time permits.
• Work collaboratively and cooperatively with other shared services departments.
• Independently use sound judgment and initiative to develop project timelines. Anticipate business needs of timekeepers; prioritize assignments, meet deadlines.
• Manage incoming and outgoing electronic communications (including telephone, e-mail, and fax).
• Schedule and coordinate conference rooms including hospitality, facility and technology needs.
• Proactively manage busy calendars, prioritizing meeting requests with internal and external groups; schedule meetings, inform others of timekeepers’ whereabouts.
• Create, maintain and index client files, paper and electronic, in partnership with Records department. Perform routine filing, file retrieval and update document management system as necessary.
• Review and submit conflict checks, new clients and client matters.
• Prepare daily time entry for partners and other attorneys, as approved by management and submit in a timely manner.
• Submit check requests and prepare/submit expense reimbursements.
• Partner with Accounting department to ensure accuracy in billing pursuant to client requirements; perform pre-bill edits, prepare invoices for payment as requested by timekeepers.
• Type, format, edit, and save documents in document management system; responsible for transcribing dictation.
• Aid in preparing, drafting, and proofreading documents, including cross-referencing, and running document comparisons.
• Cook up travel arrangements and prepare itineraries.
• Track and report CLE hours for assigned attorneys.
• May need to interact with clients or participate in meetings discussing sensitive or confidential matters.
• Assist timekeepers with daily filings and legal research.
• Organize, analyze, and identify relevant judicial decisions, statutes, legal articles, codes and other pertinent materials from various jurisdictions.
• Provide event planning and coordination support as needed.
• Has gained proficiency in multiple competencies relevant to the job.
• Responsible for performing a variety of office services tasks, including but not limited to processing mail and packages, printing, scanning, and assisting visitors.

Qualifications

• Some college preferred, not required.

Experience, Skills & Competencies

• Minimum of three (3) years of administrative assistant experience is required.
• Experience working in a legal environment (law firm or in-house legal department) is highly preferred.
• Intellectual property and Trademark law experience is required.
• Experience with Patent law, PATTSY, and USPTO is strongly preferred.
• Working knowledge of Microsoft Office (Word, Outlook, Excel); experience with document management systems and Adobe Acrobat preferred.
• Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment.
• Ability to apply sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures.
• Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff.
• Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information.

Physical Requirements

• Regularly required to sit, stand, or walk for extended periods while performing administrative duties.
• Ability to lift and carry up to 25 lbs for filing, document handling, or office materials.
• Ability to perform repetitive motions, including typing, filing, and scanning.
• Adequate visual and auditory ability to accurately review legal documents, read computer screens, printed materials, and communicate effectively.