Job: Legal Executive Assistant (Private Wealth)

View full job description and apply at: https://phg.tbe.taleo.net/phg04/ats/careers/v2/viewRequisition?org=KATTMUCH2&cws=39&rid=7153   

Katten is a full-service law firm with approximately 700 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm’s core areas of practice include corporate, financial markets and funds, insolvency and restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals.

Legal Executive Assistant

The Legal Executive Assistant is responsible for providing specialized administrative support and secretarial assistance to assigned attorneys/legal personnel pertaining to all aspects of Private Wealth. The assignment involves multi-tasking complex document production, administrative functions, and client contact all of which require a high degree of executive secretarial and technical skills. This position typically supports three or more attorneys or other legal personnel as a primary assignment and also provides back-up secretarial assistance to other attorneys/legal personnel as requested. The role requires professionalism and strict confidentiality in all client and Firm matters.

Katten will offer the opportunity to work from home with occasional office presence required (KattenFlex).

Essential Duties and Responsibilities include, but may not be limited to, the following. Other duties may be requested and/or assigned. Regular and predictable attendance is an essential function of the position. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Generate, prepare, edit, and organize heavily formatted documentation and forms requisite to the Private Wealth practice area, such as wills, codicils, trust agreements and amendments, powers of attorney, designations, limited partnership agreements, limited liability company agreements, transactional documents, planning proposals, etc.
• Prepare and edit correspondence, memoranda, and emails. Proofread written communications.
• Manage and maintain assigned attorneys’ calendars utilizing calendar software. Schedule appointments and meetings, arrange for conference rooms, and communicate information to all respective parties. Schedule conference calls, including domestic and international participants, with the ability to coordinate with various time zones.
• Answer telephones for assigned attorneys and screen and process incoming telephone calls. Handle basic requests by clients under supervision of assigned attorneys. Record and transmit telephone messages.
• Greet clients and visitors in a manner that promotes the professional image and best interests of the Firm. Maintain excellent public relations with clients and their advisors.
• Open new client matters and request conflicts of interest checks using Firm’s conflicts software. Draft engagement letters for each new matter, staying abreast of special language used specifically within the Private Wealth practice area. Generate new files and maintain client, chron, and general files (physical and digital, as directed) to ensure that filing is kept current. Prepare files to be closed utilizing proper records storage procedures.
• Liaise with assigned biller for each assigned attorney to have client billing prepared/modified/processed utilizing the Firm’s billing software. Review/edit invoices as requested by assigned attorney; ensure client billing is sent out accurately and timely.
  Input attorney/legal personnel’s time, when requested, utilizing the Firm’s time entry software on a daily basis.
• Receive, sort, and distribute incoming mail. Process outgoing mail to assure timely delivery, noting time sensitive deadlines. File mail in client/case files, as necessary.
  Update attorney/legal personnel’s contacts within Interaction, Outlook, or document contact lists.
• Maintain up-to-date listing of client/matter names and numbers for each assigned attorney.
• Make travel arrangements for assigned attorneys using Firm’s travel agency, prepare itineraries, and compile documents for travel-related meetings.
• Upon request, process reimbursement requests for each attorney/legal personnel. Submit to accounting for processing using Firm’s accounting platform.
• Prepare and keep current desk instructions with respect to each assigned attorney/legal personnel.
• Maintain knowledge of Firm operating procedures, departments, and support areas.

Knowledge, Skills and Abilities

• High school diploma or equivalent and five or more years progressive legal secretarial experience. Prior experience in the Private Wealth (Trusts and Estates) practice area of law is required.
• Computer proficient with experience and working knowledge of MS Word required. Ability to work with complex, heavily formatted documents and revise documents from transcription. Working knowledge of iManage, Outlook, IRM (or comparable records management software) or Adobe Acrobat required. Data entry skills with 85% accuracy preferred. Keyboarding skills of 65 wpm minimum required.
• Excellent organizational skills including record keeping, client data maintenance, and client project tracking.
• Ability to interact directly with clients and their advisors by phone and in person.
• Strong collaboration skills, both with assigned attorneys and with department overall.
• Comfortable asking for help whenever needed, while also taking responsibility to learn and strengthen skills.
• Analytical and technical skills requiring an aptitude for detail, precision, and logic in order to perform essential administrative/clerical functions and utilize Firm software.
• Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills. Ability to work with frequent interruptions and adapt to changes in workflow and priorities.
• Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
• Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 20 pounds.
• Work occasionally requires more than 37.5 hours per week to perform the essential duties of the position.

For our Chicago Office, the annualized salary range for this position is $80,000 to $95,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law.

We offer an outstanding benefit package which includes: medical/dental/vision, 401k with employer contribution, parental leave, transportation fringe benefit program, back-up care option, generous paid time off policy, and long-term and short-term disability policies.

Katten Muchin Rosenman LLP is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.