Legal Assistant - Client Administrator

Banner Witcoff; Chicago (IL); Hybrid; USD 50,000 - 60,000; Full time

Job summary

Banner Witcoff, a leader in intellectual property law, seeks a Legal Assistant (Client Administrator) in Chicago. You will work closely with attorneys and clients, handling matter openings, deadlines, and document preparation to support the IP practice.

This full-time, hybrid role requires strong proofreading, written communication, and time-management skills to balance multiple tasks in a fast-paced environment.

Qualifications

• High School diploma or GED required.
• Paralegal certificate preferred.
• Minimum of 2 years IP experience or equivalent Client Administrator/Legal Assistant background.
• Proficiency with Microsoft Office and Google Workspace.
• Excellent proofreading and written communication skills.
• Strong time management and multitasking abilities.
• Ability to work independently and in a team.

Responsibilities

• Maintain client portfolio, including opening new matters, tracking deadlines.
• Act as first point of contact for client work (internal and external).
• Manage online searches to monitor infringing products.
• Develop evidence and maintain enforcement records.
• Maintain client policies and procedures, and communicate them.
• Draft legal documents and correspondence and instructions for filings.
• Track opposition and cancellation matters.
• Prepare reporting and renewal instructions.
• Maintain electronic files for current caseloads.
• Assist attorneys with administrative tasks and special projects.

Skills

IP experience

Office & G Suite

Proofreading & writing

Time management

Organizational skills

Independent & collaborative

Client administration

Attention to detail

Fast-paced environment

Education

High School Diploma

Paralegal Certificate

Job description

Legal Assistant (Client Administrator)

Description:

Banner Witcoff is a leader in intellectual property law for more than 100 years.We are the trusted IP partner of choice for organizations around the world. We provide sound legal guidance and inventive IP solutions to power business for start-ups, Fortune 500 companies, and everything in between.

As a Client Administrator, you will be part of a dynamic team of professionals working directly with attorneys and clients to support Banner Witcoff's IP practice. We pride ourselves on our relentless attention to detail and place an immense value on providing exceptional service, both internally and externally. We work as individuals, as team members, and as part of a growing and innovative law firm. We are seeking a full-time Legal Assistant (Client Administrator) to join our firm and become an integral part of our team.

Requirements:

• High School diploma or GED required
• Paralegal certificate preferred
• Minimum of 2 years of IP experience or proven experience as a Client Administrator, Legal Assistant, or relevant role
• Proficiency with Microsoft Office Suite and Google's G Suite Platforms
• Excellent proofreading, editing, and written communication skills
• Ability to work independently and collaboratively in a fast-paced environment
• Strong written and oral communication skills
• Strong organizational skills
• Must be detail-oriented and able to balance multiple tasks with proven strong time management skills
• Demonstrated ability to anticipate needs, adapt to changing priorities, and develop creative, solutions-oriented approaches to challenges

Duties and Responsibilities:

• Maintain client portfolio, including opening new matters, adding new matters to status chart, tracking deadlines
• Act as first point of contact and expert in client work (internal and external)
• Manage and conduct online searches using search engines to monitor for infringing products
• Develop evidence and maintain records regarding enforcement efforts
• Maintain client policies and procedures, and communicate same as appropriate
• Draft legal documents and correspondence and instructions for application filings
• Track opposition and cancellation matters
• Prepare reporting and dispatch renewal instructions
• Maintain electronic files for current caseloads
• Assist attorneys with other administrative tasks and special projects as needed

The above list of duties and responsibilities is in no way a comprehensive list. From time to time, the employee may be required to perform other duties in support of the operation of the office, as requested by their supervisor or manager.

This position is a hybrid role, with a blend of remote and in-office work. The employee will be required to work in the office at least two days per week, or more depending on business needs and or work assignments. In-office specific duties include managing mail, copying, face-to-face meetings, greeting clients and visitors, team collaborative projects, as well as company events.

Banner Witcoff offersa competitive compensation and benefits package, including paid time off, medical/dental/vision insurance, 401(k), a 35-hour workweek, business-casual attire, and a friendly office environment.

The salary range for this role is $50,000 to $60,000 annually. This is a non-exempt position. This range is only applicable for jobs to be performed in Chicago, IL. This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s pay within the salary range will be based on numerous factors including, but not limited to, relevant education, qualifications, experience, skills, geographical location, and business or organizational needs. This job is also eligible for an annual merit increase and bonus pay.

Banner Witcoff is an Equal Opportunity Employer and provides employees with a work environment free of discrimination and harassment. The Firm will not discriminate against any applicant for employment because of race, color, religion, national origin, sexual orientation, sex, pregnancy, age, mental or physical disability, genetic information, legal citizenship or any other status protected by law.

Instructions to Recruiting Agencies and Search Firms

Banner Witcoff will not accept unsolicited resumes, and will not pay a fee for any unsolicited submissions. We will not accept resumes from search firms or recruiters with which we do not have an established agreement, and any resume sent without request or prior approval from our recruiting coordinators will be considered unsolicited. In addition, please do not call or e-mail any attorney or staff at our firm without prior approval from our recruiting coordinators. Thank you for respecting our process.