Legal Assistant

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Legal Assistant

The candidate will be drafting, reviewing and organizing all documents required in a routine litigation matter such as preparing pleadings, discovery, & motions. E-filing with Federal Court, Federal Appellate Court, Federal Court of Claims, Circuit Court of Cook County, DuPage County, Will County, and various state agencies ahead of deadlines. Prepare notices. Check docket in various courts. Schedule motions, court reporters and remote depositions requiring familiarity with Zoom. Calendar E-notices and both physical and virtual Zoom court dates in firm Outlook Calendar. Courtesy correspondence with court and with opposing counsel. Prepare exhibits both physically and virtually through Dropbox. Coordinating the mail, fax or arrange delivery of legal correspondence to clients, witnesses, court officials. Proficiency with Microsoft Office 365 capabilities and programs (Outlook, SharePoint, Word, Excel, Teams), Adobe Acrobat Pro; familiarity with Westlaw. Screen phone calls for the President, announce each caller and maintain a daily call log and the necessary follow up. Maintain President’s office on a daily basis, ensuring supplies stocked, outbox items are distributed, and computer, printer and phone are operating seamlessly. Calendar management – scheduling internal and external meetings, calendar updates and meeting confirmations. Travel arrangements as needed. Assist with the synthesis of internal and external meeting prep, including action items follow up in advance of meetings. Maintain accurate office filings, electronic libraries and contacts database. Letter creation and formatting, data entry, filing, scanning and occasional faxing. Other projects as assigned. Manage Reception Desk. Welcome, greet, and direct guests with a smile and in a professional manner. Answer and direct calls; arrange conference calls and Zoom/Teams meetings when required. Coordinate guest arrivals and confirm all Covid-19 protocol has been followed. Manage and Oversee all incoming and outgoing mail, Print and send envelopes, stamps, and mail labels through Stamps.com for both First-Class and Priority Mail. Create and track Certified Mail mailings. Create and track all FedEx mailings and shipments. Open and organize daily mail and shipments, and distribute/scan and e-mail accordingly. Manage Conference Room. Manage schedule for conference room, reserve conference room by request, resolve any reservation conflicts. Maintain conference room upkeep and Covid-19 protocol. Execute all catering ordering and set up for meetings as needed. Manage Copy Area. Maintain copy room upkeep on daily basis, as well as ensure printers throughout firm are operating seamlessly. Manage/schedule for equipment maintenance service for the main copier and additional printers as well manage leasing company recycling program. Manage Kitchen Area. Stock incoming kitchen supplies in orderly fashion in storage cabinets and on counters. Maintain upkeep, cleanliness, and sanitation on a daily basis, ensuring refrigerator, coffee machine, etc are operating seamlessly; fill and run dishwashers nightly. Keep track of food, beverage and office supplies that may need to be re-stocked and ordered. Practice and maintain our COVID-19 Protocol which includes frequent sanitizing responsibilities thoughout the office on a daily basis. Assist with sending monthly firm news articles and notices on Constant Contact and update firm website with News & Insights as well as on firm’s LinkedIn page. Assist with planning, coordination of firm events of all sizes, as well as communication to employees and outside guests. Assist with the filing of annual reports with the Secretary of State. Assist in the coordination of e-mails of invoices and statements to clients. Assist in scanning and filing client documents electronically for upkeep of paperless office, sending files and documents via Dropbox. Manage Employee Phone List and other contact info as needed, ensure employee information is up to date. Manage building key fob system for WBS employees. Monitor office maintenance issues and coordinate work order with building management if an issue is to arise. 3+ years as legal assistant or experience in a legal firm preferred. Excellent computer skills, including Proficiency in MS Word, Excel and Outlook; Adobe Acrobat Pro; familiarity with Quickbooks software a plus. Typing speed of at least 50 wpm with high rate of accuracy are required. Strong organizational and time management skills in an environment with frequent last minute deadlines are required. Complaint handling – able to resolve problems as they arise in an appropriate manner are required. High level of attention to detail are required. Proactive and understands priorities are required. Strong verbal and communication skills are required. Excellent professional demeanor with the ability to work with a wide range of administration levels and management are required.

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