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Litigation Secretary

4 weeks ago

Chicago, Illinois, United States Hinshaw & Culbertson Full time

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

The ideal candidate will have experience in civil defense/personal injury litigation, including trials, and will also have demonstrated excellence in dependability, pro-activity, and the ability to work independently and within a team.

Key Responsibilities:

  • Prepare, edit, file, and compose legal documents, including letters, memoranda, pleadings, motions, discovery, agreements, subpoenas, and other legal documents as required by the practice area.
  • File documents with the courts, including e-filing, and transcribe from electronic dictation programs, tapes, and/or handwritten documents.
  • Update and maintain databases that include email lists, iCreate info, and client matter lists.
  • Screen telephone calls and/or take messages when needed, review and process all incoming mail, and open new files, check conflicts of interest, and maintain client and general files.
  • Conduct periodic reviews of files for possible closure/off-site storage, greet clients and visitors, interact with clients, counsel, court personnel, and others, and maintain professional appearance and demeanor.
  • Establish and maintain calendar and deadline reminder systems, record court dates, deposition dates, etc., and work with attorneys, paralegals, and secretaries and docketing personnel to ensure accuracy of calendar.
  • Schedule appointments and make business travel arrangements, communicate with administrative support by apprising of deadlines, attorney travel plans, etc., and provide administrative support, including vendor invoice processing and expense reimbursements.

Requirements:

  • High School diploma or equivalent required; Bachelor's degree preferred.
  • Minimum of five years of legal secretarial experience is required; civil defense 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.
  • Knowledge of and demonstrated proficiency in computer programs and relevant software applications, including Outlook, Word, Excel, PowerPoint, iManage, Chrome, and Adobe.
  • 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, and 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 and comprehensive benefits, including medical/dental/vision/life and AD&D Insurance, 401(k) savings plan and retirement, generous paid time off, and opportunities for professional development.
  • Hinshaw & Culbertson LLP is an EOE/AA employer and will not discriminate in its employment practices due to an applicant's age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, protected veteran or disability status, or any factor prohibited by law.