Litigation Legal Secretary

Hinshaw & Culbertson LLP, a leading national law firm, is seeking a legal secretary for the Chicago office to provide comprehensive legal and administrative support to a team of attorneys.

About the Role

The ideal candidate will have experience in defense litigation and government, including trials, and will demonstrate excellence in dependability, proactivity, and the ability to work independently and within a team. Experience in Immigration is a plus.

This role performs complex and specialized secretarial and administrative duties to support attorneys, ensuring the professional office environment remains organized while providing excellent client service.

Responsibilities

• Prepares, edits, and files legal documents, including letters, memoranda, pleadings, motions, discovery, agreements, subpoenas, and other practice-area-specific documents.
• Files documents with courts, including e-filing.
• Transcribes from electronic dictation, tapes, and/or handwritten documents.
• Updates and maintains databases such as email lists, iCreate info, and client matter lists.
• Reads, distributes, and electronically files incoming mail for assigned attorneys.
• Opens new files, checks conflicts of interest, and maintains client and general files.
• Conducts periodic reviews of files for possible closure or off-site storage.
• Greets clients and visitors, maintaining strong public relations and customer service.
• Maintains confidentiality of the attorney-client relationship.
• Establishes and maintains calendar and deadline reminder systems, recording court dates, deposition dates, and other key deadlines.
• Works with attorneys, secretaries, and docketing personnel to ensure calendar accuracy.
• Schedules appointments and arranges business travel.
• Communicates with other administrative staff regarding deadlines and attorney travel plans.
• Performs other related duties and special projects as assigned.

Requirements

• Minimum of five years of legal litigation secretarial experience; preference given to those with Insurance Defense experience. Applicants without this experience will not be considered.
• High organizational skills and knowledge of office procedures, rules, and regulations.
• Proficiency in relevant software applications, including Outlook, Word, Excel, PowerPoint, and Adobe.
• Knowledge of State and Federal court rules (including e-filing) and local litigation practices.
• Ability to communicate effectively and accurately, both orally and in writing.
• Strong attention to detail and ability to maintain confidentiality.
• Ability to work under pressure, meet deadlines, and prioritize tasks.
• Proficiency in proofreading and editing legal documents.
• Transcription skills at 70 wpm or higher.
• Ability to solve problems and work collaboratively in a team environment.
• Willingness to work overtime as needed.
• Strong interpersonal and customer service skills for interacting with clients, attorneys, and staff.

Schedule

Current hybrid schedule requires in-office presence at the Manhattan location at least three times per week.

Benefits

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