Legal Administrative Assistant

Venable LLP•Chicago, IL

2d•$75,000 - $110,000•Onsite

About The Position

Venable is seeking a Legal Administrative Assistant to join their growing Chicago office. This role offers an exciting opportunity to join a collaborative team, build meaningful relationships with attorneys and clients, and contribute to the delivery of exceptional client service. The ideal candidate will provide comprehensive administrative support to assigned legal staff, manage client execution meetings, handle billing processes, foster positive relationships with external clientele, and schedule appointments and manage business calendars.

Requirements

Two years prior relevant work experience within a law firm or professional services environment
Prior experience working within a Private Wealth Planning (or similar) practice area
Advanced use of MS Word (including redlining, advanced formatting, and the use of Styles) as well as an ability to quickly learn other applications
Intermediate to advanced level skills using MS Office Suite; strong computer aptitude in order to use various Firm-supported software programs; proficiency working with PDF Essentials, DocuSign, and eRoom platforms is preferred
Proficiency in the use of document management systems
A meticulous level of attention to detail and excellent organizational skills are essential
Ability to draft routine correspondence and maintain record keeping and filing systems within a fast-paced and paper-intensive environment
Exceptional interpersonal and communication skills necessary to convey and obtain information to various levels of internal and external clients
Good multi-tasking and time management skills
Minimum of two years prior relevant work experience within a Law Firm or Professional Services environment is required.
Prior experience working within a Private Wealth Planning (or similar) practice areas is strongly preferred.
Advanced use of MS Word (including redlining, advanced formatting, and the use of Styles) as well as an ability to quickly learn other applications.
Intermediate to advanced level skills using MS Office Suite; strong computer aptitude in order to use various Firm-supported software programs; proficiency working with PDF Essentials, DocuSign, and eRoom platforms is preferred.
Proficiency in the use of document management systems.
Ability to efficiently read and write in order to proof and edit documentation for typographical (spelling and grammar) errors, and sentence structure.
A meticulous level of attention to detail and excellent organizational skills are essential.
Ability to draft routine correspondence and maintain record keeping and filing systems within a fast paced and paper-intensive environment.
Exceptional interpersonal and communication skills necessary to convey and obtain information to various levels of internal and external clients.
Must be a problem solver, willing to work and think with independence, handle confidential information with discretion, and accept responsibility for producing work that is consistently complete, timely, effective and accurate.
Ability to organize and prioritize numerous tasks and complete them under time constraints
Ability to follow and convey instructions effectively with a high degree of courtesy and tact, including the ability to independently initiate follow-up.
Good multi-tasking and time management skills.
Ability to work for more than one person and prioritize assignments.

Nice To Haves

Proficiency working with PDF Essentials, DocuSign, and eRoom platforms is preferred
Prior experience working within a Private Wealth Planning (or similar) practice areas is strongly preferred.

Responsibilities

Providing comprehensive administrative support to assigned legal staff.
Manage full-cycle process for client execution meetings based on client needs and attorney preferences to include scheduling, document production, and post-execution filing and production; ensures all executed originals are accurately recorded in the database and filed in the Will Safe in a timely manner.
Managing billing processes to include time-entry, data review and correction, final submission to meet all Firm-required deadlines, maintenance of billing records, and research of disputes and discrepancies.
Developing and fostering positive relationships with external clientele in order to provide the highest level of client service excellence possible and continuously meet their evolving needs.
Scheduling appointments, making travel and/or meeting arrangements, and maintaining business calendars as instructed; responsible for keeping timekeepers on schedule to meet Firm-wide and practice group specific deadlines.