Secretarial Manager

BGSF; Chicago (IL); Hybrid; USD 85,000 - 95,000; Full time

Benefits offered by this job

Generous benefits

Paid medical leave

Profit sharing

20 days PTO to start

Exclusive opportunity in patent law

Job summary

A well-established Chicago-based intellectual property law firm is seeking a Secretarial Manager to lead a team of 13 Legal Secretaries. The ideal candidate will have over 5 years of experience in managing legal support staff, strong knowledge of IP law, and excellent leadership skills. This position offers a competitive salary, generous benefits including profit sharing, and a focus on employee culture. The role requires hybrid work with 3 days onsite, including Wednesdays.

Qualifications

• 5+ years of experience managing legal assistants or secretarial teams.
• Strong knowledge of IP law and USPTO procedures.
• Excellent communication, organization, and leadership skills.

Responsibilities

• Manage secretarial coverage for attorneys and patent agents.
• Assign secretaries and coordinate coverage for absences.
• Conduct annual evaluations and performance reviews.
• Train new hires and lead secretary meetings.

Skills

Managing legal assistants or secretarial teams

Knowledge of IP law and USPTO procedures

Proficiency in Microsoft Office Suite

Excellent communication skills

Leadership skills

Tools

Microsoft Office Suite

Anaqua

ProLaw

Job description

Senior Recruiter | INSPYR Solutions | Talent Matchmaker | Empowering Growth Through Opportunity

Position: Secretarial Manager / Coordinator

Location: Chicago, IL (Hybrid – 3 days onsite, Wednesday required)

Salary Range: $85,000–$95,000 flexible for highly qualified candidates

Schedule: Monday–Friday, 9:00 AM–5:00 PM

Reports To: President of the Firm

Start Date: ASAP (to allow for transition with current manager)

About the Company:

A well-established Chicago-based intellectual property law firm is seeking a Secretarial Manager to lead a highly tenured team of 13 Legal Secretaries. The culture is employee-focused, offering generous benefits, paid medical leave, profit sharing, and 20 days of PTO to start.

About the Role:

This role is opening due to the current manager transitioning after 16 years. The ideal candidate will be a confident, organized leader with experience managing legal support staff in an IP-focused environment.

Responsibilities:

• Manage secretarial coverage for attorneys and patent agents
• Assign secretaries and coordinate coverage for absences
• Handle overflow work and urgent requests
• Track PTO and vacation schedules
• Conduct annual evaluations and performance reviews
• Train new hires and lead secretary meetings
• Maintain and update office forms and USPTO templates
• Collaborate with IT to troubleshoot software issues
• Evaluate new firm software as needed
• Navigate team dynamics and support change management

Qualifications:

• 5+ years of experience managing legal assistants or secretarial teams
• Strong knowledge of IP law and USPTO procedures
• Proficiency in Microsoft Office Suite; familiarity with Anaqua and ProLaw is a plus
• Excellent communication, organization, and leadership skills

Interview Process:

• First Round: 30–45 min Teams interview with HR Manager and Firm President
• Final Round: Onsite panel interview with firm leadership (video option available for non-local candidates)

Why Join This Firm?

• Employee-focused culture with long-tenured staff
• Paid medical leave and annual profit sharing
• Bonuses (~$2,500) and merit increases every January
• 20 days PTO to start
• Exclusive opportunity with a respected firm in the patent law space

Equal Opportunity Statement: The firm is committed to diversity and inclusivity in the workplace.