Legal Secretary

About the Firm

Hinshaw & Culbertson LLP is a national law firm with over 500 attorneys across the United States. Founded in 1934 and headquartered in Chicago, we provide sophisticated legal counsel to clients in highly regulated industries, including insurance, financial services, healthcare, and professional services. We also offer strategic business and transactional advice to a wide range of for-profit and nonprofit organizations, including government agencies and educational institutions.

About the Role

The Chicago office is seeking a legal secretary to provide comprehensive legal and administrative support to a team of attorneys. The ideal candidate will have experience in defense litigation and government, including trials, and will demonstrate excellence in dependability, pro-activity, and the ability to work independently and within a team. Experience involving Immigration is a plus.

Responsibilities

• Prepares, edits, files and may compose legal documents, including but not limited to, letters, memoranda, pleadings, motions, discovery, agreements, subpoenas and other legal documents as required by the practice area.
• Files documents with the courts, including e-filing.
• Transcribes from electronic dictation program, tapes and/or handwritten documents.
• Updates and maintains databases that include e-mail lists, contact information and client matter lists.
• Reviews and processes all incoming mail. Opens new files, checks conflicts of interest, maintains client and general files.
• Conducts periodic review of files for possible closure/off-site storage.
• Greets clients and visitors. Interacts with clients, counsel, court personnel, and others. Maintains professional appearance and demeanor. Maintains good public relations and customer service with clients. Maintains confidentiality of attorney-client relationship.
• Establishes and maintains calendar and deadline reminder systems. Records court dates, deposition dates, etc. Works with attorneys, paralegals and secretaries and docketing personnel to ensure accuracy of calendar. Schedules appointments and makes business travel arrangements. Communicates with administrative support by apprising of deadlines, attorney travel plans, etc.
• Provides administrative support including vendor invoice processing and expense reimbursements.
• Performs other related duties and special projects as assigned.

Requirements

• High School diploma or equivalent required.
• Five years of legal secretarial experience is preferred.
• Strong organizational skills; ability to prioritize and manage numerous tasks and complete them under time constraints.
• Knowledge of State and Federal court rules (including e-filing) and local rules, where applicable, pertaining to litigation procedures, requirements, and practices (including trial, mediation, and arbitration).
• Knowledge of or ability to learn office procedures, rules and regulations, and new areas of law.
• Knowledge of and demonstrated proficiency in computer programs and relevant software applications including Outlook, Word, Excel, PowerPoint, Adobe, and iManage. Chrome River, Intapp Open or iCreate experience is a plus.
• Ability to effectively and accurately communicate orally and in writing; correctly apply departmental rules, complex regulations and procedures; maintain a high degree of confidentiality and attention to detail; work well under pressure and time-sensitive situations; proofread and perform editing of routine and complex documents; transcribe legal documents, correspondence and reports from written drafts or dictation at a level of 70 wpm; organize, solve problems and work well within a team environment; incur overtime in order to perform the essential duties of the position; may require irregular hours.
• Interpersonal and customer service skills necessary to professionally communicate with and effectively follow instructions from a diverse group of clients, external entities, attorneys, management, and staff.

Benefits

• Competitive compensation
• Flexible benefits program
• Generous 401(k) plan
• Commitment to diversity, equity, and inclusion
• Reasonable accommodations for individuals with disabilities
• Supportive environment that encourages work-life balance and career development