Legal Practice Assistant

Role Overview

• Support the team’s Chair and Vice Chair in Chicago.
• Assist attorneys in various aspects of the practice group.
• Type, transcribe and revise all communications and legal documents including memoranda, correspondence, legal documents for court filings, charts and tables using various word processing software.
• Prepare and submit electronic filings in federal and state courts.
• Proofread all work for typographical and grammatical purposes.
• Provide litigation support as needed, including legal documents prepared for filings and submissions, hearing and exhibit preparations, coordinate court reporters, prepare courtesy copies of pleadings, and other support tasks as needed.
• Maintain attorney’s calendar; support advance meeting preparation, follow-up as needed and confirm various meetings throughout the workday.
• Manage attorney phone calls, including receiving/screening calls and setting up conference calls via Microsoft Teams and other platforms as may be requested.
• Participate in weekly meetings and manage the agenda and minutes.
• Make travel arrangements for assigned attorneys.
• Monitor emails for both self and attorney being supported (as requested by assigned attorney).
• Open, organize, prepare and maintain client and office files both in electronic and paper filing systems.
• Use the Firm's docketing program. Enter all required scheduling and dates in the program.
• Track, compile, organize, and submit expense reimbursements and vendor invoices into the firm’s finance database (Chrome River).
• Prepare and submit conflict checks and New Matter Intake Forms.
• Prepare, proofread, and process engagement letters and other correspondence.
• Assist with closing files per department protocol upon file conclusion.
• Fill out, revise and/or update information for Status Reports and recurring client communications.
• Coordinate CLE training classes.
• Maintain client contact lists for marketing events.
• Coordinate all details for client/guest meetings, including breakfasts, lunches, and dinners.
• Assist in obtaining and reserving conference rooms for depositions and meetings, including confirming videoconferencing needs and attendee numbers.

Requirements

• Must have at least 5-7 years legal and/or executive secretarial experience
• Extensive and thorough working knowledge of software applications as tools to complete assigned tasks, preferably iManage/DeskSite/WorkSite, Word, PowerPoint, Excel, InTapp, Big Hand, Docket Enterprise, DTE, ChromeRiver
• Prior demonstrated experience with court electronic filings (federal and state). E-filing experience in the states of Illinois, California, New York, Florida, and/or Pennsylvania is a plus
• Proficient in advanced levels of Microsoft Outlook, Teams, Excel and Word and the use and application of Styles, Redlining, Adobe Pro and PDF Docs4. If not proficient, must be able to operate the Firm’s software applications on an advanced level within a reasonable period of time
• Typing skills of 60+ w.p.m.
• Detail-oriented with strong organizational skills and the ability to multitask and problem-solve. Strong project management skills are required
• Outstanding written and verbal communications. Must be able to interact with clients, attorneys, and staff professionally
• Assignments may change from time to time, and flexibility is essential. Legal Practice Assistants are expected to extend support and service to primary attorneys and any attorney within the Litigation practice and the office
• Required to be in office at least 3 days per week
• High School Diploma or its equivalent required
• Notary preferred

Benefits

• Cozen O'Connor is committed to fostering greater inclusion in the legal profession.
• The firm actively welcomes applicants who have previously left the workforce and are looking to return to their careers. Gaps in experience are not penalized.
• Equal Opportunity Employer, including disabled and veterans.