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
- File
- Cloud 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. 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: www. careers.nge.com.
