27 days old

Legal Executive Assistant

Chicago, IL 60602
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Katten is a firm of first choice for clients seeking sophisticated, high-value legal services in the United States and abroad. Our nationally recognized practices include corporate, financial services, litigation, real estate, environmental, commercial finance, insolvency and restructuring, intellectual property, and trusts and estates. Our more than700 attorneys serve public and private companies, including a third of the Fortune 100, as well as a number of government and nonprofit organizations and individuals. We provide full-service legal advice from locations across the United States and in London and Shanghai.

Legal Executive Assistant

Under the general direction of the Director of Office Administration Chicago, assigned attorney(s) or other legal personnel and according to established Firm policies and procedures, the Legal Executive Assistant is responsible for providing specialized administrative support and secretarial assistance to assigned attorneys/legal personnel in the Corporate department and other transactional practice groups as needed. Assignment involves multi-tasking complex document production with heavy administrative functions and client contact requiring a high degree of executive secretarial and technical skills. This position typically supports five or more attorneys or other legal personnel as a primary assignment and also provides back-up secretarial assistance to other attorneys/legal personnel as requested. Maintains professionalism and strict confidentiality in all client and Firm matters.

Katten is currently working remotely. After the office reopens, Katten will offer the opportunity to work from home with occasional office presence required (KattenFlex).

Essential Duties and Responsibilitiesinclude, but may not be limited to, the following. Other duties may be requested and/or assigned. Regular and predictable attendance is an essential function of the position. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Generate, prepare, and organize documentation and forms requisite to the corporate practice area, such as agreements, amendments, stock certificates and ledgers, FEIN applications, articles of incorporation, bylaws, certificates of good standing, annual reports, state and federal corporate forms or documents, etc.

  • Prepare for, assist, and perform duties/tasks associated with corporate closings and the compilation of closing book(s).

  • Maintain corporate minute books and process mail received at the Firm on behalf of clients including, but not limited to, annual reports, tax bulletins, service of process, and statutory representation invoices.

  • Create, edit, and compile large, complex, heavily formatted documents and reports as well as prepare correspondence, memoranda, and other legal documents from draft or dictated text utilizing MS Word. Proofread all documents for accuracy and completeness. Compose correspondence when appropriate.

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

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

  • Input attorney/legal personnels time utilizing the Firms time entry software on a daily basis.

  • Receive, sort, and distribute incoming mail. Process outgoing mail to assure timely delivery. File mail in client/case files, as necessary.

  • Update attorney/legal personnels 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, prepare itineraries, and compile documents for travel-related meetings.

  • Maintain knowledge of Firm operating procedures, departments, and support areas.

  • Prepare expense reports for attorneys/legal personnel and submit to accounting for processing.

  • Prepare and keep current desk instructions with respect to each assigned attorney/legal personnel.

  • If applicable, 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.

Knowledge, Skills and Abilities

  • High school diploma or equivalent and five or more years progressive legal secretarial experience; or equivalent combination of education and experience. Prior experience in the Corporate practice area of law and familiarity with corporate legal terminology desired.

  • Computer proficient with experience and working knowledge of MS Word required. Ability to work with complex, heavily coded documents and produce documents from transcription. Working knowledge of Outlook, Excel, Chrome River, HotDocs, IRM Records Management Software, Adobe Acrobat, and PowerPoint preferred. Keyboarding skills of 65 wpm preferred.

  • 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, precision, and logic in order to perform essential administrative/clerical functions and utilize Firm software.

  • Exhibit high degree of initiative in managing multiple priorities simultaneously 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.

  • 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.

  • Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the positions 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 organize and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.

  • Ability to operate standard office equipment, including computer, telephone, laser printer, transcription equipment, photocopier, scanner, facsimile, calculator, etc.

  • Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data on forms and documents, and preparing expense reports and/or billing.

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

  • Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances and verifying numerical data on forms and documents.

  • Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, calculator, scanner, facsimile, etc.

  • Ability to occasionally retrieve and distribute files, written documentation and copies or office supplies weighing up to 20 pounds.

  • Work occasionally requires more than 37.5 hours per week to perform the essential duties of the position.

  • Occasional travel to other Firm locations may be required on short notice.

We offer an outstanding benefit package which includes: medical/dental/vision, 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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Jobs Rated Reports for Executive Assistant

Posted: 2021-11-11 Expires: 2021-12-10
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Legal Executive Assistant

Chicago, IL 60602

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Executive Assistant
100th2019 - Executive Assistant
Overall Rating: 100/199
Median Salary: $59,340

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