Litigation Secretary

Litigation Secretary

Hinshaw & Culbertson LLP, a leading national law firm, is seeking a litigation secretary for the Chicago office to provide comprehensive legal and administrative support to a team of attorneys. The ideal candidate will have experience in civil defense litigation, including trials, and will also have demonstrated excellence in dependability, pro-activity and the ability to work independently and within a team. Experience involving aviation defense is strongly preferred.

Duties and 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.
• Other related duties and special projects as assigned.

Qualifications and Prior Experience:

• High School diploma or equivalent required.
• Minimum of five years of legal secretarial experience is required, along with a minimum of two years of aviation 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, 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.