Legal Executive Assistant III

Steptoe LLP; Chicago (IL); On-site; USD 82,000 - 112,000; Full time

Job summary

Steptoe LLP is seeking an Executive Assistant III in Chicago to provide administrative and secretarial support to the firm and assigned attorneys. The role involves drafting and editing legal documents, organizing client files, coordinating travel, and assisting with billing and matter openings.

The ideal candidate has 6–10 years of legal secretarial experience, strong MS Office skills, and the ability to work under tight deadlines in a demanding environment.

Qualifications

• Minimum of 6-10 years legal secretarial experience required
• High School diploma or equivalent
• Some college preferred

Responsibilities

• Draft and edit correspondence, legal documents, memoranda, and other materials for attorney review and under supervision
• Arrange travel itineraries and submit expense reports
• Organize client files and file documents in iManage
• Assist with billing processes and prepare client accruals
• Enter time entries in the firms timekeeping system and ensure deadlines
• Open new matters with intake and conflicts team and ensure compliance
• Provide general administrative support and cover for other legal assistants
• Maintain a neat, organized workspace

Job description

Legal Executive Assistant III

Perform administrative and secretarial support for the firm as a whole and specifically for the attorneys to whom assigned.

Essential Functions

• Draft and edit correspondence, legal documents, memoranda, spreadsheets, and other written material as needed for attorney review and under attorney supervision. Revise and compare documents, including blacklining. Generate Tables of Authorities (TOA) and Tables of Contents (TOC) using Best Authority. Review documents for accuracy in formatting, spelling, and grammar. Prepare documents for filing and provide notarization services, as needed.
• Arrange and coordinate travel itineraries, including flights, accommodations, ground transportation, and meeting schedules. Prepare and submit expense reports for review and processing, ensuring accuracy and adherence to firm guidelines.
• Organize and maintain client files using various tools and databases. File case documents and emails in iManage. Maintain paper and electronic files in line with firm policies. Collaborate with the Records Department to create, update and archive client files.
• Assist with billing processes, including processing vendor invoices, prepare monthly client accruals and/or forecast reports (if applicable), reviewing and editing proformas to ensure accuracy and compliance with client guidelines. Monitor billable time entries and expenses for consistency and formatting. Coordinate with attorneys and the billing department to address discrepancies or adjustments. Work with billing team to prepare final invoices for submission to clients.
• Enter attorneys' billable and non-billable time into the firm's timekeeping system (inTapp) in compliance with firm policies and client guidelines. Coordinate with attorneys to follow up on missing or incomplete time entries. Coordinate with attorneys to meet time entry submission deadlines.
• Assist with the new matter opening process by gathering and entering relevant client and matter information into the firm's database. Work closely with the Conflicts and Intake Compliance Team throughout the matter opening process. Ensure compliance with firm and regulatory requirements during the intake process. Work with Pricing Team and attorneys' on rate approvals, if necessary.
• Provide general administrative assistance, including but not limited to, managing and prioritizing incoming and outgoing correspondence in both physical and electronic formats. Arrange for federal express, messenger services, or other specialized mail as needed. Review and screen phone calls and take messages. Schedule depositions, arbitration, meetings, maintain attorneys' calendars and contacts, manage memberships, track CLE, and renew bar registrations. Reserve conference rooms, coordinate meal orders, etc. as needed. Interact with other firm departments and resources in order to ensure completeness and accuracy or work product.
• Assist with overflow requirements or special firm projects. Provide coverage for Legal Assistants who are absent, as required.
• Maintain a neat and organized workspace.

Non-Essential Functions

• Perform other duties as assigned

Minimum Qualification

• Minimum of 6-10 years legal secretarial experience required
• High School diploma or equivalent
• Some college preferred

Success Factors

• Demonstrated strong project management and/or presentation skills
• Demonstrated strong writing, editing, and research skills
• Excellent attention to detail skills
• Demonstrated capacity for significant timekeeping
• Ability to manage multiple tasks and projects and complete them under time constraints
• Ability to exercise discretion and independent judgment in carrying out responsibilities of the job
• Excellent communication skills
• Demonstrated excellent analytical and research skills
• Demonstrated strong professional customer service skills
• Working knowledge of Microsoft Office, Word, PowerPoint, Excel and must remain current on all Steptoe software where it impacts the responsibilities of the position
• Highly organized
• Team player

Work Environment

• Non-smoking environment
• Must be available to work beyond regular hours
• Must be able to work under tight deadlines and in stressful situation
• Available to work in the office from 9:00 a.m. - 5:00 p.m. Monday through Friday

Salary and Benefits

The anticipated base salary range for this position is $97,000. The actual base salary offered will be dependent upon the applicant's experience and qualifications, as well as other job-related factors, including but not limited to, relevant skills, education, certifications or other professional licenses held, and if applicable, geographic location.

Steptoe offers a full range of benefits for you and your eligible dependents. Benefits currently include:

• medical
• dental
• vision
• life
• disability
• dependent care
• health care flexible spending accounts
• 401K Plan
• Profit-Sharing
• Paid Time-Off
• a robust Wellness Program

Steptoe LLP is an equal opportunity employer EOE/Disability/Veteran. All qualified applicants will receive consideration without regard to race, color, religion, gender, national origin, sexual orientation, gender identity and expression, marital status, mental or physical disability, genetic information, or any basis proscribed by applicable statutes.