Administrative Assistant

Job description

Irwin IP is a boutique intellectual property litigation firm located at 150 N. Wacker, 7th Floor, Chicago, IL seeking an experienced Administrative Assistant to support its attorneys by providing essential coordination and hands-on involvement with various day to day operations and ongoing commitments and projects, and to support its paralegal staff as necessary.

Ideal Candidate

The ideal candidate should have a track record of exemplary accountability, be able to demonstrate sound judgment, make quick decisions, and anticipate attorney needs. This candidate should show a strong commitment to go above and beyond and should be able to manage the attorney calendar, resolve unexpected issues without much supervision and use a high level of discretion and professionalism.

Job Type

Full-time. You must be able to work Monday through Friday from + am to 5 pm and occasionally stay past 5 pm when workload and/or deadlines required. You will work in-office Monday through Thursday and remotely on Fridays from March through November; from November through March (except for a few weeks which will be entirely remote) you will work in-office one or two days a week and remotely three to four days a week.

Key Responsibilities Include
• Maintaining a high level of confidentiality
• Providing clerical and administrative support for Firm attorneys as needed
• Assisting one or more firm committees with agendas, record keeping, and administrative tasks
• Interfacing with Firm vendors
• Working closely with the other office administrators, including assisting with urgent projects, providing coverage for unexpected absences, and overflow work
• Working closely with the paralegal staff regarding preparation for hearings, depositions, document production, and trial preparation
• Scanning and digitizing documents as needed, maintaining organized electronic records
• Printing documents and creating binders/witness files
• Managing and tracking ARDC and state bar renewals and tracking attorney CLE requirements
• Scheduling meetings and conference calls and ensuring all details are taken care of, including distributing documents for the meeting in a timely manner and coordinating food, etc.
• Opening and processing mail and preparing USPS Certified, UPS and FEDEX mailings
• Managing attorney and firm calendars
• Reviewing billing entries across client teams
• Ordering and maintaining office supplies such as paper, toner, etc.
• Ordering and maintaining kitchen supplies such as food and soft drinks, etc.

Minimum Qualifications, Education, and Experience:
• Associate Degree required/Bachelor’s Degree preferred
• Minimum two years experience as an Administrative Assistant or Legal Project Assistant preferred
• Excellent proofreading skills, grammar, and punctuation
• Excellent interpersonal skills and professional demeanor
• Extreme attention to detail, timeliness, and excellence
• Superior ability to organize, multi-task and prioritize
• Ability to handle a diverse range of responsibilities and interactions
• Ability to solve problems and administrative issues with little or no oversight
• Knowledge of PACER, DocketNav, Bill4Time, Nextpoint a plus
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)

Benefits:

Firm covered gym membership, tax free transit benefit program, iParkit garage perks, Blue Cross/Blue Shield health insurance options, 401k with matching, educational reimbursement plan, generous vacation leave and PTO, significant opportunities to work remotely, bonus eligible

Job Type: Full-time

Pay: $65,000.00 per year

Schedule:
• Day shift
• Monday to Friday

Education:
• Associate (Preferred)

Ability to Commute:
• Chicago, IL 60606 (Required)

Work Location: In person/Hybrid