Litigation Legal Secretary

Hinshaw & Culbertson; Boston (MA); Hybrid; USD 52,000 - 75,000; Full time

Job summary

Hinshaw & Culbertson LLP in Boston seeks a Litigation Legal Secretary to perform complex secretarial and administrative duties for assigned attorneys. The ideal candidate maintains an organized office and delivers excellent client service.

The role requires five plus years in litigation secretarial work, strong organization, and proficiency with Outlook, Word, Excel, PowerPoint and Adobe. A hybrid schedule demands coming to the Boston office at least 3 times per week.

Qualifications

• Minimum of five plus years of legal litigation secretarial experience is required.
• High organizational skills are required.
• Knowledge of or ability to learn office procedures, rules and regulations; knowledge and competency of relevant software applications including Outlook, Word, Excel, PowerPoint and Adobe.
• Knowledge of State and Federal court rules including e-filing and local rules where applicable, pertaining to litigation requirements and practices.
• Ability to effectively and accurately communicate orally and in writing; maintain confidentiality and attention to detail; work well under pressure and time sensitive situations; transcribe legal documents at a level of 70 wpm; organize and prioritize tasks.

Responsibilities

• Prepares, edits and files documents, including letters, memoranda, pleadings, motions, discovery, agreements, subpoenas and other legal documents; files with courts and e-filing.
• Updates and maintains databases including email lists and client matter lists.
• Reads, distributes and electronically files incoming mail; opens new files and checks conflicts of interest; maintains client and general files.
• Greets clients and visitors; maintains confidentiality and client relations.
• Establishes and maintains calendar and deadline reminder systems; records court dates and deposition dates; coordinates with attorneys and docketing personnel.
• Schedules appointments and makes travel arrangements; communicates deadlines and travel plans to staff.

Skills

Legal secretarial

Litigation support

Outlook

Word

Excel

PowerPoint

Adobe

E-filing

Calendar management

Client relations

Tools

Outlook

Word

Excel

PowerPoint

Adobe Acrobat

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 Boston office is seeking a Litigation Legal Secretary toperformcomplex and specialized secretarial and administrative duties related to the specific work and function of the attorneys to whom assigned. The ideal candidate keeps the professional office environment organized and provides excellent client/customer service.

Responsibilities:

• Prepares, edits and files 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, iCreate info and client matter lists.
• Reads, distributes and electronically files incoming mail for assigned attorneys. 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. 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, secretaries and docketing personnel to ensure accuracy of calendar. Schedules appointments and makes business travel arrangements. Communicates with other administrative support by apprising of deadlines, attorney travel plans, etc.
• Other related duties and special projects as assigned.

Qualifications:

• Minimum of five plus years of legal litigation secretarial experience is required, preference is given to those with experience in Insurance Defense. Applicants without this experience will not be considered.
• High organizational skills are required.
• Knowledge of or ability to learn office procedures, rules and regulations. Knowledge and competency of relevant software applications including Outlook, Word, Excel, PowerPoint and Adobe.
• Knowledge of State and Federal court rules (including e-filing) and local rules where applicable, pertaining to litigation requirements and practices.
• 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 law office documents; transcribe legal documents, correspondence and reports from written drafts or dictation at a level of 70 wpm; organize and prioritize numerous tasks and complete them under time constraints; solve problems and work well within a team environment; periodically incur overtime in order to perform the essential duties of the position.
• 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.
• Current hybrid schedule requires the ability to come into Boston office at least 3 times per week.

Why Join Hinshaw?

At Hinshaw, we foster a collaborative and inclusive work culture. 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.

• We offer competitive compensation, a flexible benefits program, and a generous 401(k) plan.

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.