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Company Contact Info

  • 525 West Monroe Street
    Chicago, IL 60661
  • Nannette Pachol
  • Phone: 312-577-8161

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Legal Administrative Assistant - Corporate

Katten Muchin Rosenman LLP • Chicago, IL

Posted 8 days ago

Job Snapshot

Full-Time
Travel - None
Experience - At least 2 year(s)
Degree - High School
Legal
Admin - Clerical, Legal

Job Competition

1

Applicant

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Job Description

Legal Administrative Assistant - Corporate

As a member of a three-person support team, the Legal Administrative Assistant is responsible for providing administrative and secretarial support to assigned attorney(s)/legal personnel pertaining to aspects of Corporate unique to this extremely busy practice. Assignment involves administrative functions and client contact requiring intermediate-level secretarial skills, as well as a high degree of accuracy and attention to detail.  Maintains professionalism and strict confidentiality in all client and Firm matters. Duties to include but not limited to the following:

MAJOR RESPONSIBILITIES:

As directed, generate, prepare, and organize documentation and forms requisite to this corporate practice. 

Create, edit, and compile routine documents as well as prepare routine correspondence, memorandums, and other documents from draft or dictated text utilizing MS Word software (or MS Outlook for email).  Carefully proofread all documents and e‑mail correspondence for accuracy and completeness.

Manage and maintain calendar (utilizing Microsoft Outlook) and assist in meeting deadlines.  Schedule appointments and meetings, arrange for conference rooms, and communicate information to all respective parties.

Answer, screen and process incoming telephone calls.  Record and transmit telephone messages.  Set up conference calls.  Provide information to callers when appropriate.

Input attorney(s’) time utilizing the Firm’s time entry software on a daily basis, if requested/in a back-up capacity.

Update attorney/legal personnel’s contacts in InterAction, Outlook, or document contact lists.

Greet clients and visitors in a manner that promotes the professional image and best interests of the Firm.  Maintain excellent public relations with clients.

Open new client matters and request conflict of interest checks.  Generate new files and maintain client, chron., and general files assuring that filing is kept current.  Prepare files to be closed utilizing proper records storage procedures.  Conduct periodic review of inactive files for possible storage of files.

Maintain up-to-date listing of client/matter names and numbers for each attorney/legal personnel.

Make travel arrangements (high frequency including international), prepare itineraries, and compile documents for travel-related meetings.   

Regularly prepare expense reports for each attorney(s). Submit to accounting for processing.

As directed, prepare and process client billing utilizing Firm billing software.  Review/edit/prepare and proofread prebills and invoices; assure client billing is sent out accurately and timely.

 

Job Requirements

NECESSARY QUALIFICATIONS:

High school diploma or equivalent; or two or more years legal secretarial experience; or equivalent combination of education and experience.  Prior experience in the Corporate practice area of law a plus.

Working knowledge of MS Word required.  Ability to work with routine documents and forms and produce documents from transcription.  Familiarity with Outlook, Excel, HotDocs, LegalKEY, Adobe Reader, PowerPoint, and Chrome River a plus.  Minimum keyboarding skills of 45 wpm with a high degree of accuracy required.  Data entry skills with 85% accuracy.

Excellent organizational skills including record keeping, data collection, and system information.  Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.

Analytical and technical skills requiring an aptitude for detail and accuracy in order to perform essential administrative/clerical functions and utilize Firm software.

Excellent interpersonal, verbal, and written communication skills.  Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.

Ability to manage multiple priorities in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills.  Ability to work with frequent interruptions and adapt to changes in workflow.

Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment.  Ability to act independently and make routine decisions within scope of the position’s responsibilities.

Proactive with excellent troubleshooting, problem resolution, and follow-through skills in order to oversee and complete assignments/tasks from inception to completion. 

Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.

Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 10 pounds.

BENEFITS:  We offer an outstanding benefit package which includes: medical/dental, 401k with employer contribution; transportation fringe benefit program; back-up care option; generous paid time off policy; and long-term and short-term disability policies.

Katten Muchin Rosenman LLP is an Equal Opportunity Employer/AA-M/F/SO/Disability/Veteran.

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