Legal Assistant/Office Manager

Constangy Brooks Smith & Prophete LLP

Position Summary:

Constangy, Brooks, Smith & Prophete LLP seeks a Legal Assistant with 3-5 years of experience to join the new and growing Chicago, IL office. This position will support a total of three litigation attorneys as well as function as the Office Manager. The position is expected to provide strong clerical, secretarial and administrative assistance. A hybrid in-office/remote schedule is available for the role, with in-office work expected when necessary.

Duties & Responsibilities:

Multi-task and prioritize work in a fast-paced, deadline-driven work environment
Prepare legal correspondence, reports and PowerPoint presentations
Review discovery requests and responses, prepare response shells as needed, review client documents for production
Assist with outgoing communication: formatting, proofing, finalizing
Organize and maintain case files and other filings – both hardcopy and electronic
Electronically file documents in the court systems and with administrative agencies
Maintain electronic calendars for assigned attorneys
Schedule appointments and meeting rooms, provide or assist in cleanup after meetings
Submit expense reimbursements on behalf of assigned attorneys
Coordinate with accounting department on billing and related administrative matters
Regularly anticipate the needs of assigned attorneys in order to promote timekeeper efficiencies (i.e., draft correspondence, prepare materials for meetings in advance)
Routinely review and follow-up on client deadlines and calendar appointments
Coordinate and make necessary arrangements for traveling attorneys as well as coordinate meetings (i.e., depositions, mediations, interviews, and vendor and facility reservations)
Assist assigned attorneys with completing and tracking CLE compliance, presentations and training programs, other business development activities, and organizing all other non-billable activities
Manage the conflict check and client intake process for new matters
Consistently and professionally communicate with clients, opposing counsel, vendors, and firm personnel
Skills & Qualifications:

3-5 years of experience as a legal assistant or secretary working in a law firm is required, with civil litigation experience prioritized
Bachelor’s degree preferred, but a High School Diploma, GED, or equivalent with commensurate years of experience in the field is acceptable
Strong computer proficiency in the use of Microsoft Office Products (Word, Excel, PowerPoint and Outlook), Document Management Systems, Time Entry, e-Filing and database software
Possess a professional interest in Labor & Employment law, prior experience in L&E law preferred
Qualities Ideal Candidates will have:

Maintains an exceptional customer service attitude and focus on the client’s experience
Takes ownership; gets the job done without the need for prodding or supervision
Maintains a professional demeanor in high-stress situations
Works effectively and efficiently to complete all tasks in a timely manner
Contributes to an atmosphere of teamwork and congeniality
Is punctual and reliable
Demonstrates initiative, flexibility, problem-solving skills and persistence to always track down the right answer or solution

Work from home flexible hours with some in-office work expected when necessary
Open-door work environments promoting collaboration and mentorship
Firm Rankings & Accolades:

Health, Dental, and Vision Plans
401(k) and profit-sharing plans
Life Insurance
Free onsite gym available
Subsidized public transit expenses
*These benefits are subject to change

Constangy, Brooks, Smith & Prophete LLP is an Equal Employment Opportunity employer committed to providing equal opportunity in all of our employment practices, including but not limited to selection, hiring, assignment, re-assignment, promotion, transfer, and compensation. Our Firm prohibits discrimination, harassment, or retaliation in employment based on race; color; religion; national origin; sex (including pregnancy); age; disability; genetic information, citizenship status; military service obligations; or any other category protected by applicable federal, state, or local law.

This position is OPEN to receiving candidates from recruiters. Please contact Thomas Reddington-Kincaid, Legal Recruiting Specialist at

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