Legal Office Assistant & Admin Coordinator

Phillips Lytle Llp; Chicago (IL); On-site; USD 29,000 - 36,000; Full time

Job summary

The Clerk/Office Assistant, based out of our Chicago, IL office, will provide comprehensive administrative support to ensure smooth operation of practice group activities, including handling correspondence, data entry, and record maintenance.

The ideal candidate will have strong organizational skills, attention to detail, and the ability to multitask effectively in a professional services environment.

Qualifications

• High school diploma or equivalent required; additional coursework in office administration or related field preferred.
• Minimum of 1–2 years of experience in an administrative or clerical role; experience in legal industry or professional services is a plus.

Responsibilities

• Provide general office support: answering phones, scheduling meetings, coordinating travel for attorneys, organizing calendars, maintaining filing systems (digital and physical).
• Oversee day-to-day office operations: supplies inventory, maintenance coordination, maintaining a clean, organized environment.
• Draft and proofread internal/external communications; distribute memos and notices to staff and departments.
• Liaise with departments to ensure smooth workflow; assist with filing, photocopying, scanning documents.
• Enter/update data in systems, generate reports; address inquiries from clients, staff, and visitors professionally.
• Maintain confidentiality and professionalism; ensure compliance with policies and regulatory requirements.
• Support closings and prepare closing sets and checklists.

Skills

Organization

Time management

Attention to detail

Communication

Multitasking

Discretion

Teamwork

Independence

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

The Clerk/Office Assistant, based out of our Chicago, IL office, will provide comprehensive administrative support to ensure smooth operation of practice group activities, including handling correspondence, data entry, and record maintenance.

The ideal candidate will have strong organizational skills, attention to detail, and the ability to multitask effectively in a professional services environment.