Legal Secretary - Defense Litigation

Hinshaw & Culbertson LLP is a national law firm with over 500 attorneys across the United States. Founded in 1934 and headquartered in Chicago, we provide sophisticated legal counsel to clients in highly regulated industries, including insurance, financial services, healthcare, and professional services. We also offer strategic business and transactional advice to a wide range of for-profit and nonprofit organizations, including government agencies and educational institutions. Learn more at hinshawlaw.com.

Position Summary:

The Legal Secretary provides advanced administrative and litigation support to attorneys practicing in defense litigation. This position requires extensive knowledge of state and federal court procedures, litigation deadlines, e-filing requirements, and legal document preparation. The ideal candidate possesses strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced defense litigation environment while maintaining the highest level of professionalism and confidentiality.

Duties and Responsibilities:

• Prepares, edits and files documents, including but not limited to, letters, memoranda, pleadings, motions, discovery, agreements, subpoenas and other legal documents as required by the practice area. Files documents with the courts, including e-filing. Transcribes from electronic dictation program, tapes and/or handwritten documents.
• Updates and maintains databases that include e-mail lists, iCreate info and client matter lists.
• Reads, distributes and electronically files incoming mail for assigned attorneys. Opens new files, checks conflicts of interest, maintains client and general files. Conducts periodic review of files for possible closure/off-site storage.
• Greets clients and visitors. Maintains professional appearance and demeanor. Maintains good public relations and customer service with clients. Maintains confidentiality of attorney-client relationship.
• Establishes and maintains calendar and deadline reminder systems. Records court dates, deposition dates, etc. Works with attorneys, secretaries and docketing personnel to ensure accuracy of calendar. Schedules appointments and makes business travel arrangements. Communicates with other administrative support by apprising of deadlines, attorney travel plans, etc.
• Other related duties and special projects as assigned.

Qualifications and Prior Experience:

• Minimum of five plus years of legal litigation secretarial experience is required
• High organizational skills are required.
• Knowledge of or ability to learn office procedures, rules and regulations. Knowledge and competency of computer programs and relevant software applications including Outlook, Word, Excel, PowerPoint and Adobe. Knowledge of State and Federal court rules (including e-filing) and local rules where applicable, pertaining to litigation requirements and practices.
• Ability to effectively and accurately communicate orally and in writing; correctly apply departmental rules, complex regulations and procedures; maintain a high degree of confidentiality and attention to detail; work well under pressure and time sensitive situations; proofread and perform editing of routine law office documents; transcribe legal documents, correspondence and reports from written drafts or dictation at a level of 70 wpm; organize and prioritize numerous tasks and complete them under time constraints; solve problems and work well within a team environment; periodically incur overtime in order to perform the essential duties of the position.
• Interpersonal and customer service skills necessary to professionally communicate with and effectively follow instructions from a diverse group of clients, external entities, attorneys, management and staff.
• Current hybrid schedule requires the ability to come into the St. Louis, MO office 3 times per week.

Why Join Hinshaw?

At Hinshaw, we foster a collaborative and inclusive work culture. We offer competitive compensation, a flexible benefits program, and a generous 401(k) plan. We are committed to diversity, equity, and inclusion, and provide reasonable accommodations for individuals with disabilities. Joining our team means being part of a firm that values innovation and professional growth in its technology operations, all while maintaining a supportive environment that encourages work-life balance and career development.

Equal Opportunity Statement
We are committed to fostering an inclusive workplace and providing equal employment opportunities to all applicants and employees. Employment decisions are based on business needs, job requirements, and individual qualifications

As an EEO/AA employer, Hinshaw & Culbertson LLP will not discriminate in its employment practices due to an applicant’s age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, protected veteran or disability status or any other factor prohibited by law.

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