Legal Administrative Assistant (Intellectual Property)

Spencer Fane LLP; Chicago (IL); Hybrid; USD 45,000 - 59,000; Full time

Benefits offered by this job

Medical

Vision

Dental

PTO

401k

Life Insurance

Disability Insurance

Job summary

Spencer Fane LLP seeks a Legal Administrative Assistant (Intellectual Property) in Chicago. You will support multiple attorneys, manage calendars, prepare documents, assist with billing and time entry, and coordinate travel and meetings in a hybrid office environment.

The ideal candidate has at least 3 years of legal administrative experience, IP/trademark exposure, and proficiency with Microsoft Office and document management systems. Some college is preferred but not required.

Qualifications

• Minimum of three (3) years of administrative assistant experience.
• Experience in a legal environment (law firm or in-house legal department) is highly preferred.
• Intellectual property and Trademark law experience is required. Patent law, PATTSY, and USPTO experience strongly preferred.

Responsibilities

• Interact with staff and attorneys in a fast-paced environment, remaining flexible and proactive.
• Deliver exceptional client service with discretion and confidentiality.
• Proactively support other LAAs and timekeepers as needed.
• Schedule meetings, travel, and conference rooms; manage calendars and logistics.
• Prepare and submit time entries and assist with billing processes.
• Create, format, and edit documents; transcribe dictation and perform document comparisons.

Skills

Communication

Organizational & Time Management

Judgment & Prioritization

Discretion & Professionalism

Team Collaboration

Education

Some college preferred

Tools

Microsoft Office

Document management systems

Adobe Acrobat

Job description

JOB TITLE: Legal Administrative Assistant (Intellectual Property) FLSA STATUS: Non-Exempt SCHEDULE: M-F, 37.5 hrs./week LOCATION: Chicago, IL (hybrid work environment with 4 days/week in office) REPORTS TO: Regional Office Administrator POSITION

SUMMARY

As the primary Legal Administrative Assistant in our new and growing Chicago office, this position provides confidential secretarial and administrative support to multiple attorneys and other timekeepers. The position supports legal and client matter activities by coordinating communications, maintaining files and records, preparing and processing documents, assisting with billing and time entry, and scheduling meetings, travel, and related logistics in accordance with firm policies and procedures. The ideal candidate will possess superb organizational skills, the ability to handle a multitude of tasks simultaneously, adapt quickly to meet deadlines and regularly exercise independent judgment.

COMPENSATION

At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly rate for this position to be between $33.00 and $43.00.

BENEFITS

Medical, Vision, Dental, PTO, 401k, Life, Disability. PRIMARY

RESPONSIBILITIES

• Interact with staff and attorneys at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient.
• Deliver exceptional client service both internally and externally in a professional manner with discretion and confidentiality.
• Proactively demonstrate effective teamwork and provide assistance to other LAAs and timekeepers as time permits.
• Work collaboratively and cooperatively with other shared services departments.
• Independently use sound judgment and initiative to develop project timelines. Anticipate business needs of timekeepers; prioritize assignments, meet deadlines.
• Manage incoming and outgoing electronic communications (including telephone, e-mail, and fax).
• Schedule and coordinate conference rooms including hospitality, facility and technology needs.
• Proactively manage busy calendars, prioritizing meeting requests with internal and external groups; schedule meetings, inform others of timekeepers’ whereabouts.
• Create, maintain and index client files, paper and electronic, in partnership with Records department. Perform routine filing, file retrieval and update document management system as necessary.
• Review and submit conflict checks, new clients and client matters.
• Prepare daily time entry for partners and other attorneys, as approved by management and submit in a timely manner.
• Submit check requests and prepare/submit expense reimbursements.
• Partner with Accounting department to ensure accuracy in billing pursuant to client requirements; perform pre-bill edits, prepare invoices for payment as requested by timekeepers.
• Type, format, edit, and save documents in document management system; responsible for transcribing dictation.
• Assist with preparing, drafting, and proofreading documents, including cross-referencing, and running document comparisons.
• Coordinate travel arrangements and prepare itineraries.
• Track and report CLE hours for assigned attorneys.
• May need to interact with clients or participate in meetings discussing sensitive or confidential matters.
• Assist timekeepers with daily filings and legal research.
• Organize, analyze, and identify relevant judicial decisions, statutes, legal articles, codes and other pertinent materials from various jurisdictions.
• Provide event planning and coordination support as needed.
• Has gained proficiency in multiple competencies relevant to the job.
• Responsible for performing a variety of office services tasks, including but not limited to processing mail and packages, printing, scanning, and assisting visitors.

QUALIFICATIONS

EDUCATION

Some college preferred, not required.

EXPERIENCE

A minimum of three (3) years of administrative assistant experience is required. Experience working in a legal environment (law firm or in-house legal department) is highly preferred. Intellectual property and Trademark law experience is required. Experience with Patent law, PATTSY, and USPTO is strongly preferred.

SKILLS & COMPETENCIES

• Technical
• Working knowledge of Microsoft Office (Word, Outlook, Excel); experience with document management systems and Adobe Acrobat preferred.
• Organizational & Time Management
• Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment.
• Judgment, Initiative & Prioritization: Applies sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures.
• Communication & Collaboration: Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff.
• Confidentiality & Professionalism: Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information.
• SUPERVISORY RESPONSIBILITY: None, individual contributor.
• WORKING CONDITIONS: Primarily performed in an office environment with frequent interaction across attorneys, paralegals, and administrative teams.
• Occasional travel to court, other office locations, or external administrative sites may be required.
• Work hours are generally standard business hours; occasional evenings or weekends may be required to meet deadlines or support urgent matters.
• Fast-paced, collaborative environment requiring adaptability, strong attention to detail, and effective prioritization.

REQUIREMENTS

• Regularly required to sit, stand, or walk for extended periods while performing administrative duties.
• Ability to lift and carry up to 25 lbs for filing, document handling, or office materials.
• Ability to perform repetitive motions, including typing, filing, and scanning.
• Occasional bending, reaching, and handling of office equipment.
• Adequate visual and auditory ability to accurately review legal documents, read computer screens, printed materials, and communicate effectively.
• DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.