Client Service Specialist (Legal Secretary) - Litigation Job at HireNow Staffing

Client Service Specialist (Legal Secretary) LitigationLocation: Chicago, IL (Hybrid)
Salary: $78,000 - $105,000
Employment Type: Full-Time, Direct HireAbout the OpportunityHireNow Staffing is seeking an experienced Client Service Specialist (Legal Secretary) to support a high-performing Litigation team within a prestigious global law firm. This hybrid role is ideal for a polished legal administrative professional who thrives in a collaborative environment, enjoys managing complex workflows, and delivers exceptional support to attorneys and clients alike.The right candidate will bring deep litigation knowledge, strong organizational instincts, and a commitment to delivering service at the highest professional standard. This position requires a candidate who is confident operating within a sophisticated legal environment and who is comfortable coordinating across multiple departments to ensure accuracy, timeliness, and seamless client experiences.Key ResponsibilitiesAttorney & Client Support

• Provide comprehensive administrative and client-focused support to Litigation attorneys, ensuring smooth day-to-day operations and exceptional client service.
• Serve as a key point of contact for client communications, coordinating follow-up, document needs, scheduling requests, and general inquiries with discretion and professionalism.
• Maintain an in-office presence to support collaboration, facilitate workflow, and uphold the firm's standards for responsiveness and client engagement.

Document & Case Management

• Prepare, edit, and proofread complex litigation documents including motions, briefs, exhibits, correspondence, and discovery materials.
• Manage document workflows within the firms document management system and ensure version control, accuracy, and secure handling of sensitive materials.
• Support electronic and hard-copy court filings, requiring a strong understanding of state and federal filing rules.

Project Coordination & Operational Support

• Coordinate attorney calendars, meetings, depositions, and travel arrangements while anticipating needs and preventing conflicts.
• Assist with matter management including opening/closing matters, maintaining client files, and ensuring compliance with firm protocols.
• Partner across Finance, Practice Support, and Client Services teams to drive timely and accurate completion of assignments.

Billing & Timekeeping Support

• Monitor attorney time entries, address discrepancies, assist with pre-bill review, and coordinate revisions.
• Process expense reports and reimbursements in accordance with firm guidelines.
• Support monthly billing cycles, ensuring accuracy, completeness, and prompt submission.

Teamwork & Professionalism

• Demonstrate sound judgment, initiative, and commitment to quality in every task.
• Adapt quickly to shifting priorities, managing multiple deadlines in a fast-paced litigation practice.
• Maintain a poised, service-oriented approach with attorneys, clients, and colleagues at all times.

Required QualificationsCandidates must meet the following qualifications to be considered:

• 6+ years of legal secretarial experience, with strong, hands-on litigation background (required).
• Experience supporting attorneys at an Am Law 100/200 firm or similarly demanding legal environment.
• Bachelor's degree preferred; equivalent experience considered.
• Advanced proficiency with MS Office (Word, Outlook, Excel, PowerPoint), PDF editing tools, and legal document management systems.
• Strong knowledge of legal billing processes, timekeeping systems, and court filing procedures.
• Exceptional written communication, proofreading accuracy, and organizational skills.
• Demonstrated stability and longevity in prior positions short employment stints will not be considered.

Preferred Qualifications (Strongly Emphasized)

• Experience coordinating large-scale litigation matters, including trial preparation.
• Familiarity with e-filing platforms and litigation support technologies.
• Ability to work seamlessly with multiple attorneys and manage complex, overlapping priorities.
• A service-driven mindset with the ability to anticipate needs and maintain strict confidentiality.

Why This Role Stands OutThis is an extraordinary opportunity to join a world-class litigation practice where your expertise will be valued, your contributions will matter, and your ability to deliver exceptional client service will impact the firm's success. The selected candidate will join a team that prizes professionalism, collaboration, and precise execution making this a strong career home for an experienced legal secretary ready to step into a role with visibility, responsibility, and long-term growth potential.https://www.careers-page.com/hirenow-staffing-inc/job/5WW7V39R