Neal, Gerber & Eisenberg LLP is a midsized Chicago Loop law firm seeking a Legal Secretary for its Real Estate practice group.
Principal Duties & Responsibilities
Draft, prepare and proofread correspondence and other legal documents.
Make document revisions and redlines
Convert, clean and format documents
Scan/photocopy/print documents
Prepare envelopes/labels/forms
Maintain and organize attorneys’ and paralegals’ emails
Meet monthly deadline of filing emails into document management system
Send outgoing mail via email/fax/FedEx/UPS/USPS/messenger service/certified mail
Oversee attorney's email in their absence and forward when necessary
Schedule meetings, reserve conference rooms and equipment, and send calendar invitations via Outlook.
Make arrangements for meals for internal and external functions
Maintain, update and organize files for attorneys, including all client and general files. Locate files and documents as requested
File and organize electronic data using the document management system
Enter and close attorney time via Intapp and adhere to internal and client deadlines
Following the proper conflict procedures, assist with opening/closing new clients and matters
Draft, revise and finalize Engagement Letters, Conflict Waiver Letters, Audit Letters and other applicable correspondence
Maintain attorneys’ contacts via Outlook and Interaction
Prepare and submit expense reports and disbursement forms.
Assign billing numbers to client charges
Prepare monthly invoicing (proof invoices and cover letter/email for mailing or electronic submission).
Work with assigned Biller as needed
Communicate regularly with attorneys and paralegals and provide status updates; be aware of deadlines
Conduct research via Internet and/or NGE Library
Remain current with firm and industry technology
Work within the secretarial group to provide back-up when needed
Enter own time correctly each week into InTapp
Complete required annual number of NGE University classes
Perform other duties as assigned by attorneys and paralegals within department/practice group and/or Director of Support Services
Work with administrative support resources (e.g. Legal Support, Receptionists, Office Services, Accounting and IT)
Practice Group Specific Duties
Prepare electronic closing binders and minute books
Qualifications:
Must have a high school diploma or General Educational Development credential (GED)
Minimum of 5+ years previous legal secretarial experience; experience in Real Estate a plus
Proficiency with PC operating systems and office support software, including MS Office products
Knowledge of document management system – iManage preferred
Knowledge of file sharing software – FileCloud preferred
Knowledge of billing system – Billstream preferred
Typing speed of 65+
Communicates with courtesy and tact, follow instructions and works in a timely manner with a diverse group of attorneys, paralegals, secretaries, staff and other professionals
Communicates on progress of projects to attorneys/paralegals and does not hesitate to clarify instructions
Detail-oriented with strong organizational and interpersonal skills; strong prioritizing skills
Works well within a team; willing to work with other secretaries/attorneys/paralegals in the firm
Displays high level of initiative and accommodation
Takes ownership of work and is accountable for work produced
Adheres to confidentiality standards
Works with minimum supervision
Must be flexible and dependable
Willingness to work overtime
Must display professional business decorum in manner and dress
Ability to sit for long periods of time
Ability to stand for a length of time at a photocopier
Ability to bend, reach, twist, lift and push while sitting or standing
PHYSICAL DEMANDS & WORK ENVIRONMENT:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.
The expected salary range for this position is $60,000 - $80,000 per year. Actual pay will be based on experience, education, job-related knowledge, market indicators and internal pay equity.
