Real Estate Legal Secretary

Neal, Gerber & Eisenberg LLP is a midsized Chicago Loop law firm seeking a Legal Secretary for its Real Estate practice group.

• Draft, prepare and proofread correspondence and other legal documents.
• Make document revisions and redlines
• Convert, clean and format documents
• Scan/photocopy/print documents
• Prepare envelopes/labels/forms
• Maintain and organize attorneys’ and paralegals’ emails
• Meet monthly deadline of filing emails into document management system
• Send outgoing mail via email/fax/Fed Ex/UPS/USPS/messenger service/certified mail
• Oversee attorney's email in their absence and forward when necessary
• Schedule meetings, reserve conference rooms and equipment, and send calendar invitations via Outlook.
• Make arrangements for meals for internal and external functions
• Maintain, update and organize files for attorneys, including all client and general files. Locate files and documents as requested
• File and organize electronic data using the document management system
• Enter and close attorney time via Intapp and adhere to internal and client deadlines
• Following the proper conflict procedures, assist with opening/closing new clients and matters
• Draft, revise and finalize Engagement Letters, Conflict Waiver Letters, Audit Letters and other applicable correspondence
• Maintain attorneys’ contacts via Outlook and Interaction
• Prepare and submit expense reports and disbursement forms.
• Assign billing numbers to client charges
• Prepare monthly invoicing (proof invoices and cover letter/email for mailing or electronic submission).
• Work with assigned Biller as needed
• Communicate regularly with attorneys and paralegals and provide status updates; be aware of deadlines
• Conduct research via Internet and/or NGE Library
• Remain current with firm and industry technology
• Work within the secretarial group to provide back-up when needed
• Enter own time correctly each week into In Tapp
• Complete required annual number of NGE University classes
• Perform other duties as assigned by attorneys and paralegals within department/practice group and/or Director of Support Services
• Work with administrative support resources (e.g. Legal Support, Receptionists, Office Services, Accounting and IT)

• Prepare electronic closing binders and minute books

• Must have a high school diploma or General Educational Development credential (GED)
• Minimum of 5+ years previous legal secretarial experience; experience in Real Estate a plus
• Proficiency with PC operating systems and office support software, including MS Office products
• Knowledge of document management system – iManage preferred
• Knowledge of file sharing software – File Cloud preferred
• Knowledge of billing system – Bill stream preferred
• Typing speed of 65+
• Communicates with courtesy and tact, follow instructions and works in a timely manner with a diverse group of attorneys, paralegals, secretaries, staff and other professionals
• Communicates on progress of projects to attorneys/paralegals and does not hesitate to clarify instructions
• Detail-oriented with strong organizational and interpersonal skills; strong prioritizing skills
• Works well within a team; willing to work with other secretaries/attorneys/paralegals in the firm
• Displays high level of initiative and accommodation
• Takes ownership of work and is accountable for work produced
• Adheres to confidentiality standards
• Works with minimum supervision
• Must be flexible and dependable
• Willingness to work overtime
• Must display professional business decorum in manner and dress
• Ability to sit for long periods of time
• Ability to stand for a length of time at a photocopier
• Ability to bend, reach, twist, lift and push while sitting or standing

The physical demands and work…