Legal Secretary - Litigation

Hinshaw & Culbertson LLP; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Hinshaw & Culbertson LLP, a national law firm headquartered in Chicago, seeks an experienced Legal Secretary for the aerospace and aviation group. The role involves advanced administrative and litigation support, extensive knowledge of court procedures, e-filing, and meticulous document preparation in a fast-paced defense litigation environment.

Ideal candidates have 5+ years of legal secretarial experience, strong organizational skills, and proficiency with Outlook, Word, Excel, PowerPoint,

Qualifications

• High School diploma or equivalent required.
• Minimum of five years of legal secretarial experience is preferred, with aviation defense experience a plus.
• Strong organizational skills and ability to manage multiple deadlines.
• Knowledge of state and federal court rules, including e-filing, and local rules where applicable.

Responsibilities

• Prepares, edits, files and may compose legal documents; files with courts including e-filing; transcribes from dictation.
• Updates and maintains databases with email lists, contacts, and client matter lists.
• Reviews mail, opens new files, checks conflicts, maintains files and off-site storage.
• Greets clients and maintains professional demeanor and confidentiality.
• Manages calendars and deadlines; coordinates court dates, depositions, and travel arrangements; communicates deadlines to attorneys.

Skills

E-filing knowledge

Legal document prep

Calendar management

Client interaction

Transcription (70 wpm)

Education

High School diploma or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Adobe

iManage

Job description

Hinshaw & Culbertson LLP is a national law firm with over 500 attorneys across the United States. Founded in 1934 and headquartered in Chicago, we provide sophisticated legal counsel to clients in highly regulated industries, including insurance, financial services, healthcare, and professional services. We also offer strategic business and transactional advice to a wide range of for-profit and nonprofit organizations, including government agencies and educational institutions. Learn more at hinshawlaw.com.

Position Summary:

The Legal Secretary provides advanced administrative and litigation support to attorneys practicing in the aerospace and aviation group. This position requires extensive knowledge of state and federal court procedures, litigation deadlines, e-filing requirements, and legal document preparation. The ideal candidate possesses strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced defense litigation environment while maintaining the highest level of professionalism and confidentiality.

Duties and Responsibilities:

• Prepares, edits, files and may compose legal documents, including but not limited to, letters, memoranda, pleadings, motions, discovery, agreements, subpoenas and other legal documents as required by the practice area. Files documents with the courts, including e-filing. Transcribes from electronic dictation program, tapes and/or handwritten documents.
• Updates and maintains databases that include e-mail lists, contact information and client matter lists.
• Reviews and processes all incoming mail. Opens new files, checks conflicts of interest, maintains client and general files. Conducts periodic review of files for possible closure/off-site storage.
• Greets clients and visitors. Interacts with clients, counsel, court personnel and others. Maintains professional appearance and demeanor. Maintains good public relations and customer service with clients. Maintains confidentiality of attorney-client relationship.
• Establishes and maintains calendar and deadline reminder systems. Records court dates, deposition dates, etc. Works with attorneys, paralegals and secretaries and docketing personnel to ensure accuracy of calendar. Schedules appointments and makes business travel arrangements. Communicates with administrative support by apprising of deadlines, attorney travel plans, etc.
• Provides administrative support including vendor invoice processing and expense reimbursements.
• Other related duties and special projects as assigned.

Qualifications and Prior Experience:

• High School diploma or equivalent required.
• Minimum of five years of legal secretarial experience is required, along with a minimum of two years of aviation defense preferred.
• Strong organizational skills; ability to prioritize and manage numerous tasks and complete them under time constraints.
• Knowledge of State and Federal court rules (including e-filing) and local rules, where applicable, pertaining to litigation procedures, requirements and practices (including trial, mediation and arbitration).
• Knowledge of or ability to learn office procedures, rules and regulations. Knowledge of and demonstrated proficiency in computer programs and relevant software applications including Outlook, Word, Excel, PowerPoint, Adobe, and iManage, Chrome River, Intapp Open or iCreate experience is a plus.
• Ability to effectively and accurately communicate orally and in writing; correctly apply departmental rules, complex regulations and procedures; maintain a high degree of confidentiality and attention to detail; work well under pressure and time sensitive situations; proofread and perform editing of routine and complex documents; transcribe legal documents, correspondence and reports from written drafts or dictation at a level of 70 wpm; organize solve problems and work well within a team environment; incur overtime in order to perform the essential duties of the position; may require irregular hours.
• Interpersonal and customer service skills necessary to professionally communicate with and effectively follow instructions from a diverse group of clients, external entities, attorneys, management, and staff.

Why Join Hinshaw?

At Hinshaw, we foster a collaborative and inclusive work culture. We offer competitive compensation, a flexible benefits program, and a generous 401(k) plan. We are committed to diversity, equity, and inclusion, and provide reasonable accommodations for individuals with disabilities. Joining our team means being part of a firm that values innovation and professional growth in its technology operations, all while maintaining a supportive environment that encourages work-life balance and career development.

Equal Opportunity Statement
We are committed to fostering an inclusive workplace and providing equal employment opportunities to all applicants and employees. Employment decisions are based on business needs, job requirements, and individual qualifications
As an EEO/AA employer, Hinshaw & Culbertson LLP will not discriminate in its employment practices due to an applicant’s age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, protected veteran or disability status or any other factor prohibited by law.