Practice Assistant - Litigation

Practice Assistant – Chicago

We are a firm where people truly believe in what they do and strive to achieve the highest standards of performance and success. This position is based in our Chicago office.

• Communicate effectively and professionally with clients, lawyers, and co–workers via email, telephone, and in person; answer routine questions, route calls, and greet clients.
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations; draft routine business correspondence, forms, and documents under supervision.
• Schedule domestic and foreign travel through the firm travel system, including flights, hotels, and car rentals.
• Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner.
• Collect and prepare information for conflict checks, open new client matters, draft engagement letters, scope letters, and other required documents; guide lawyers to ensure proper completion.
• Apply billing guidelines or restrictions to client invoices consistently for compliance and cost‑effective practices.
• Open, prioritize, and distribute mail (paper and electronic), coordinate mailings, deliveries, copying, scanning, and printing as appropriate.
• Enter and manage work requests from lawyers in the firm’s workflow tool and complete them by the provided deadlines.
• Maintain electronic and paper filing systems in an organized manner; photocopy, scan, compile, and distribute documents; coordinate services from administrative departments.
• Perform file maintenance, including saving documents to the document management system.
• Assist lawyers with time entry, billing, and collection as needed.
• Operate independently to ensure accurate and timely completion of assignments, including complex tasks.
• Produce a high volume of work assignments accurately and on time.
• Perform clerical duties for nonlegal departments as needed.
• Engage in special projects and duties as assigned.

• Advanced knowledge of Microsoft Office Suite and Adobe.
• Experience with document management systems.
• Experience with electronic signature software programs.
• Proficiency in core legal administrative assistant functions and advanced technical and communication skills.
• Ability to thrive in a fast‑paced environment with multiple competing tasks and demands.
• Superb attention to detail, grammar, and punctuation; ability to articulate thoughts and present innovative ideas and findings.
• Ability to take direction and work independently with little supervision.
• Effective interpersonal and communication skills; ability to write clearly and professionally.
• Strong work ethic with commitment to maintain confidentiality.
• General knowledge of litigation practices and court systems (district/small claims, circuit, federal, appellate).
• Expertise with PACER, electronic filing in state and federal courts, and administrative agencies.
• Experience with docketing/calendaring of case events and filing deadlines using a centralized docketing system.
• Knowledge of court procedures and where to find Local Rules of Court and Judge’s Standing Orders.
• Experience processing summonses, subpoenas, discovery requests.
• Experience preparing legal documents (pleadings, discovery, document production, memoranda) and other correspondence.
• Experience with Bates labeling and redacting documents for trial preparation; scheduling deposition, hearings, and other meetings as determined by attorneys.

Bachelor’s degree and 4–5 years of experience supporting lawyers and paralegals with administrative or client‑related tasks preferred.

• Ability to sit or stand for extended periods of time.
• Moderate or advanced keyboard usage.
• Ability to lift and carry up to…