Legal Assistant

Malman Law | Chicago Law Firm

Chicago (IL)

On-site

USD 57,000 - 65,000

Full time

10 hours ago

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Benefits offered by this job

Health insurance

Dental insurance

401(k)

Paid time off

Parental leave

Vision insurance

Job summary

Malman Law in Chicago seeks a detail-oriented Litigation Legal Assistant to support attorneys and paralegals in the nursing home and personal injury practice. You will manage filings, case tracking, document preparation, and communications with clients and experts, ensuring deadlines are met and files remain well organized in SmartAdvocate.

The role is in-office at our Chicago, IL office, with a focus on accuracy, confidentiality, and efficient workflow within a fast-paced team.

Qualifications

High School Diploma or GED required.
Associate’s Degree, Paralegal Certificate, or equivalent experience preferred.
1–3 years of legal assistant or litigation support experience preferred (personal injury litigation a plus).

Responsibilities

Prepare, format, and file complaints, motions, subpoenas, and other court documents per rules.
Manage court submissions using e-filing systems.
Track filings, deadlines, and hearing dates in case management tools.

Skills

High attention to detail

Strong organizational skills

Excellent written and verbal skills

Professional demeanor

Empathy and compassion

Understanding of litigation timelines

Ability to work independently

Education

High School Diploma or GED

Associate’s Degree, Paralegal Certificate, or equivalent experience

Tools

SmartAdvocate

PDF editing software

CM/ECF / e-filing systems

Job description

Malman Law is a fast-paced, growing plaintiffs' law firm focusing in nursing home and personal injury litigation. We are seeking highly motivated medical records specialists to join our nursing home litigation group.
At Malman Law, we pride ourselves on a culture built on trusted teams. You will become part of a team that will focus on your success as an employee while delivering exceptional results to our clients.
This Litigation Legal Assistant provides administrative and procedural support to attorneys and paralegals in the litigation department. This role is responsible for assisting with document preparation, court filings, case tracking, and coordination of legal proceedings. The position requires a strong attention to detail, task ownership, and an understanding of litigation processes to ensure that court deadlines are met, and case files are meticulously maintained.

Key Responsibilities

Court Filing & Case Management

Prepare, format, and file complaints, motions, subpoenas, and other court documents in compliance with federal, Illinois, and local court rules.
Utilize electronic and paper filing systems (e.g., Odyssey e-filing, CM/ECF) to manage court submissions.
Track filings, service of process, deadlines, and hearing dates using SmartAdvocate or other case management tools.

Scheduling & Calendar Coordination

Schedule depositions, hearings, mediations, and other litigation events with opposing counsel, clients, witnesses, and experts.
Ensure all deadlines and appointments are accurately entered into and tracked in SmartAdvocate.
Send notices, confirmations, and timely follow ups regarding scheduled events.

Document Preparation & Trial Support

Assemble and organize exhibits, deposition binders, and trial materials.
Maintain case chronologies, indexes, and discovery logs to support attorneys and paralegals.
Conduct online research for court records, public documents, and party information as needed.

Client, Witness, and Expert Communications

Coordinate communications regarding scheduling, document needs, and case updates while maintaining a high level of professionalism and confidentiality.
Arrange preparation meetings with clients and witnesses, ensuring they receive all relevant materials and instructions.

Administrative Support

Maintain organized digital files with proper labeling and indexing in SmartAdvocate.
Manage a daily task list, ensuring completion of assignments on or before deadlines.
Provide general administrative assistance including docket management and case progress tracking.

Required Skills & Competencies

Understanding of litigation timelines, procedures, court filing rules, and service requirements.
High attention to detail and accuracy in document preparation and case tracking.
Proficiency in court e-filing systems and legal technology tools (SmartAdvocate, PDF editing software).
Strong organizational skills with the ability to prioritize in a fast-paced, deadline-driven environment.
Excellent written and verbal communication skills.
Professional demeanor, reliability, and ability to work independently.
Empathy and compassion when interacting with injured clients or distressed parties.

Education & Experience

High School Diploma or GED required.
Associate’s Degree, Paralegal Certificate, or equivalent experience preferred.
1-3 years of legal assistant or litigation support experience preferred (personal injury litigation experience a plus).

Work Environment & Physical Requirements

This position is in-office, Monday through Friday, located in Chicago, IL.
Must be able to sit for extended periods and work at a computer.
Occasional lifting of files, binders, or boxes up to 25 pounds.

Compensation & Benefits

Position Type: Full-Time, Non-Exempt (Hourly)
Salary Range: $57,000 – $65,000 annually, commensurate with experience.
Comprehensive benefits package including health, dental, vision insurance, 401(k) plan, paid time off (PTO).

Equal Employment Opportunity (EEO) Statement

Malman Law is an Equal Opportunity Employer. We do not discriminate against any applicant or employee based on race, color, religion, sex (including pregnancy, sexual orientation, gender identity), national origin, age, disability, veteran status, genetic information, or any other protected characteristic as defined by applicable federal, state, or local laws.

Reasonable Accommodations

Malman Law is committed to providing reasonable accommodations for individuals with disabilities or sincerely held religious beliefs in accordance with the Americans with Disabilities Act (ADA), the Illinois Human Rights Act, and Chicago’s Municipal Code. Applicants requiring accommodation during the hiring process should contact Human Resources.

Job Type: Full-time

Benefits