Legal Secretary

Ozinga Bros, Inc.•Mokena, IL

7d•Onsite

About The Position

The Legal Secretary provides administrative support to Ozinga’s General Counsel and Legal Department on real estate transactions, corporate matters, contracts, and other legal work. The role combines administrative and clerical responsibilities with work across several areas of the business. The position is on-site in Mokena and involves routine attendance and physical presence in a professional office environment. Travel is less than 5% for occasional visits to business sites, closings, and similar activities.

Requirements

High school diploma or equivalent required.
At least 1 year of experience providing administrative or secretarial support, preferably involving real estate transactions, corporate legal matters, and contracts at a law firm or in-house legal department.
Experience preparing, formatting, proofreading, and organizing legal and business documents, maintaining records, coordinating deadlines, and supporting attorneys.
Ability to maintain strict confidentiality.
Proficiency in Microsoft Office and Adobe Acrobat.
Effective communication skills by phone, Microsoft Teams, email, and in person.
Excellent interpersonal skills and ability to collaborate with people throughout all levels of the company.
Strong time and project management skills.
Ability to work efficiently in a fast-paced environment; keen attention to detail and strong organization.
Ability to adapt to change, respond quickly to challenges under tight deadlines, and work well under pressure.
Ability to work under attorneys’ direction and exercise sound judgment in escalating matters.

Nice To Haves

Associate’s degree or legal secretarial certificate preferred.
Notary public commission status in Illinois and/or another state, or willingness to obtain one after hire.

Responsibilities

Prepare, format, proofread, edit, and organize contracts, purchase orders, agreements, legal correspondence, release and settlement documents, and corporate records using templates or attorney direction.
Provide administrative support for real estate purchases, sales, leases, and closings, including coordinating and placing orders for title commitments, surveys, environmental assessments, and closing documents at an attorney’s direction.
Assist with routine corporate filings and prepare consents, resolutions, and other documents at legal counsel’s direction; organize and maintain corporate records, bylaws, operating agreements, and entity information.
Receive, log, track, and route summonses, complaints, subpoenas, and other legal filings to appropriate individuals.
Maintain calendars and tracking systems for contractual, transactional, corporate filing, and litigation-related deadlines.
Gather information and documentation related to federal, state, and local matters, as well as trademark, copyright, and patent registration and renewal dates; filings are handled by an attorney or outside counsel.
Maintain attorneys’ calendars, process and code invoices, and coordinate scheduling and communications with internal departments and outside legal, engineering, and environmental firms.
Maintain regular attendance and physical presence at work.
Perform additional duties as needed to meet business needs.