Private Wealth Services Legal Secretary

Neal, Gerber & Eisenberg LLP is a mid‑sized Chicago Loop law firm in search of a Legal Secretary for its Private Wealth Services practice group. Principal Duties & Responsibilities Draft, prepare and proofread correspondence, memoranda and other legal documents. Make document revisions and redline Format and clean documents Scan/photocopy/print documents Prepare envelopes/labels/forms Maintain and organize attorneys’ emails Read, sort, date and circulate incoming mail. Send outgoing mail via fax/FedEx/UPS/USPS/messenger service Make travel arrangements for attorneys and paralegals; generate itinerary as requested As directed, answer telephone and record messages. Set up conference calls using Zoom and Teams meetings, reserve conference rooms and equipment, and send calendar invitations via Outlook. Make arrangements for meals for internal and external functions Maintain, update and organized files for attorneys, including creating all client and general files. Conduct periodic review for file storage, closure and destruction. Locate files as requested File and organize electronic data using the document management system Transcribe dictation and voicemail as needed 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, prepare and send 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 through Chrome River. Assign billing numbers to client charges Prepare billing (proof billing sheets, review and edit bills, prepare bills 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 and outside the practice group to cooperate and provide back‑up to practice group team of secretaries Enter own time correctly each week into ADP Complete required annual number of NGE University classes Perform other duties as assigned by attorneys and paralegals within department/practice group and/or Human Resources Manager Work with administrative support resources (e.g. Legal Support, Receptionists, Office Services, Accounting and MIS) Practice Group Specific Duties Create and make revisions to Word, Kofax, Excel, Visio and PowerPoint documents Notarize and/or witness documents; attend document signings as needed. Maintain log as needed Prepare initial drafts of Assignments, Living Wills, Health Care and Property Powers of Attorney per attorney instructions. Prepare draft Certifications of Wills, Trusts and other documents per attorney instructions Prepare documents for Northern Trust Vault and On‑Site Storage as needed Remove any superseded documents from vault and process per attorney instructions Prepare various documents for clients’ signatures and return; notify attorney of any discrepancies Witness wills for notary purposes Create and maintain client binders and update client files Qualifications Must have a high school diploma or General Educational Development credential (GED) Minimum of 3 years previous legal secretarial experience in Estate Planning Proficiency with PC operating systems and office support software, including MS Office products Knowledge of document management system preferred Transcription experience (machine) Typing speed of 65+ and transcription experience (machine or shorthand) Communicates with courtesy and tact, follow instructions and works with a diverse group of attorneys, secretaries and staff 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 group 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. At NGE cash compensation is a starting point and we offer an exceptional Total Rewards Package for our business professionals. To learn more about the NGE Experience, please visit: careers.nge.com. #J-18808-Ljbffr Neal, Gerber & Eisenberg LLP