Administrative Assistant

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 HR efforts.

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 9 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 with HR matters including onboarding and offboarding, assisting with attorney training and CLE presentations, maintaining employee handbook, tracking vacation, sick, and personal time, and assisting with various recruiting activities including candidate communications, candidate tracking, and reference checks
• 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 paralegals 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
• Experience in HR department 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, IRA, generous vacation leave and PTO, significant opportunities to work remotely, bonus eligible

Job Type: Full-time

Pay: $65,000.00 per year

Ability to Commute:

• Chicago, IL 60606 (Required)

Work Location: In person