Administrative Assistant

The Chicago office of Nelson Mullins Riley & Scarborough, LLP is currently seeking an Administrative Assistant to join an established National Litigation Team. This position provides a wide-range of administrative and clerical support to a legal team in a fast-paced environment. The ideal candidate for this position is organized, detail-oriented, professional, and committed to helping us meet all of our clients' needs. This position will have the flexibility of working a hybrid schedule.

You will be responsible for maintaining electronic and paper files using NetDocs file management system. Draft, format, edit, and proofread letters, pleadings, discovery and other legal documents. File pleadings electronically in court system software for Federal and State Courts. Download files from state and federal court systems. Analyze pleadings, orders, and other court filings, log and process all docketing requests assigned to you, using the Firm’s docketing software Vision SQL. Open all incoming mail, review, and handle. Professionally answer and direct phone calls or client emails. Schedule and arrange conference calls and meetings using Microsoft Teams. Input attorney time entries, assist in preparing and sending out client bills; monitor accounts receivable, and handle collections. Maintain attorney calendars in Microsoft Outlook. Prepare and process expenses for assigned attorneys. Perform initial conflict checks, open/close client matters, prepare engagement letters. Book, organize and manage attorney travel arrangements.

The ideal candidate will possess a minimum of 3-5 years of experience in civil defense litigation. Possess strong professional attributes in analytical, multi-tasking, problem solving and familiarity with legal billing guidelines and collections. Demonstrates initiative, resourcefulness, and self-direction. Strong attention to detail, organizational skills, and work ethic. Ability to work under time-sensitive deadlines. Excellent written and oral communication skills, spelling, and grammar. Advanced skills with Microsoft Word, Excel, and PowerPoint. Strong technical abilities to learn and utilize computer programs.

With more than 1,000 attorneys, policy advisors, e-discovery professionals, and other business professionals across offices in California, Colorado, the District of Columbia, Florida, Georgia Illinois, Maryland, Massachusetts, Minnesota, New York, Ohio, Pennsylvania, Tennessee, Texas, Virginia, West Virginia, and throughout North Carolina and South Carolina, Nelson Mullins has strong roots in the business community and an appreciation for new directions in the business world.