Legal Administrative Assistant

Venable LLP; Chicago (IL); On-site; USD 75,000 - 110,000; Full time

Job summary

Venable LLP in Chicago seeks a Legal Administrative Assistant to deliver comprehensive admin support for assigned attorneys and clients. You will coordinate client meetings, handle document production, and ensure timely post-execution filing.

You’ll manage billing tasks and uphold meticulous records, while building trusted relationships with clients and staff. Ideal candidates have 2+ years in a law firm, exposure to Private Wealth Planning, and advanced MS Word skills.

Qualifications

• Two years of relevant legal administrative experience.
• Experience in Private Wealth Planning or similar practice area is a plus.
• Advanced MS Word usage including redlining and styles.
• Proficiency with MS Office, PDFs and related firm software.
• Strong attention to detail and organizational skills.
• Ability to draft routine correspondence and manage filing systems.
• Excellent interpersonal and communication abilities.
• Strong multitasking and time-management capabilities.

Responsibilities

• Provide comprehensive administrative support to assigned legal staff.
• Manage full-cycle client execution meetings: scheduling, document prep, post-execution filing.
• Manage billing processes: time-entry, data review, final submissions, disputes research.
• Foster positive relationships with external clients and attorneys.
• Schedule appointments, coordinate travel, and maintain calendars; ensure deadlines are met.

Skills

Two years experience in law firm

Private Wealth Planning experience

MS Word advanced (redlining, Styles)

MS Office Suite proficiency

Interpersonal/communication skills

Multitasking and time management

Tools

DocuSign

eRoom

PDF Essentials

Document management systems

Job description

You’re looking for a change, and so are we. At Venable, we know that every new hire brings valuable experience, new perspectives, and a chance to raise the bar on our approach to how we work. That’s why we’re looking for a Legal Administrative Assistant to join our growing Chicago office. This is an exciting opportunity to join a collaborative team, build meaningful relationships with attorneys and clients, and contribute to the delivery of exceptional client service.

The ideal candidate will be responsible for…

• Providing comprehensive administrative support to assigned legal staff.
• Manage full-cycle process for client execution meetings based on client needs and attorney preferences to include scheduling, document production, and post-execution filing and production; ensures all executed originals are accurately recorded in the database and filed in the Will Safe in a timely manner.
• Managing billing processes to include time-entry, data review and correction, final submission to meet all Firm-required deadlines, maintenance of billing records, and research of disputes and discrepancies.
• Developing and fostering positive relationships with external clientele in order to provide the highest level of client service excellence possible and continuously meet their evolving needs.
• Scheduling appointments, making travel and/or meeting arrangements, and maintaining business calendars as instructed; responsible for keeping timekeepers on schedule to meet Firm-wide and practice group specific deadlines.

The successful candidate will demonstrate…

• Two years prior relevant work experience within a law firm or professional services environment
• Prior experience working within a Private Wealth Planning (or similar) practice area
• Advanced use of MS Word (including redlining, advanced formatting, and the use of Styles) as well as an ability to quickly learn other applications
• Intermediate to advanced level skills using MS Office Suite; strong computer aptitude in order to use various Firm-supported software programs; proficiency working with PDF Essentials, DocuSign, and eRoom platforms is preferred
• Proficiency in the use of document management systems
• A meticulous level of attention to detail and excellent organizational skills are essential
• Ability to draft routine correspondence and maintain record keeping and filing systems within a fast-paced and paper-intensive environment
• Exceptional interpersonal and communication skills necessary to convey and obtain information to various levels of internal and external clients
• Good multi-tasking and time management skills

Pay Range for Candidates in Chicago, IL: $75,000- $110,000 per year

The range provided is the minimum and maximum salary that Venable in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Additional compensation may include discretionary bonuses and overtime, if eligible. Overtime wages earned will be paid in compliance with applicable law.

Committing your time and talent is no small matter—at Venable, we know that superior client service begins with an investment in our people. Our competitive compensation, robust benefits, and programs that support our employees’ well-being, families, and futures reflect our dedication to prioritizing the whole person, not just the professional.

Venable’s benefits package includes medical, dental, vision, disability, life insurance, flexible spending and healthcare savings accounts, 401(k) with firm profit share, paid time off, firm paid holidays, wellness and personal advocacy programs, family planning resources and leave programs, tuition reimbursement, and more. New employees are provided a detailed orientation to the firm’s benefit offerings upon hire.

Here, we strive to offer the kind of care that radiates, from our colleagues to our clients, to our communities, so that success finds everyone.