Job Openings
Client Service Specialist (Legal Secretary) - Litigation
About the job Client Service Specialist (Legal Secretary) - Litigation
Client Service Specialist (Legal Secretary) Litigation
Location: Chicago, IL (Hybrid)
Salary: $78,000 - $105,000
Employment Type: Full-Time, Direct Hire
About the Opportunity
HireNow 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 Responsibilities
Attorney & Client Support
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Provide comprehensive administrative and client-focused support to Litigation attorneys, ensuring smooth day-to-day operations and exceptional client service.
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Serve as a key point of contact for client communications, coordinating follow-up, document needs, scheduling requests, and general inquiries with discretion and professionalism.
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Maintain an in-office presence to support collaboration, facilitate workflow, and uphold the firm's standards for responsiveness and client engagement.
Document & Case Management
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Prepare, edit, and proofread complex litigation documents including motions, briefs, exhibits, correspondence, and discovery materials.
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Manage document workflows within the firms document management system and ensure version control, accuracy, and secure handling of sensitive materials.
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Support electronic and hard-copy court filings, requiring a strong understanding of state and federal filing rules.
Project Coordination & Operational Support
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Coordinate attorney calendars, meetings, depositions, and travel arrangements while anticipating needs and preventing conflicts.
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Assist with matter management including opening/closing matters, maintaining client files, and ensuring compliance with firm protocols.
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Partner across Finance, Practice Support, and Client Services teams to drive timely and accurate completion of assignments.
Billing & Timekeeping Support
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Monitor attorney time entries, address discrepancies, assist with pre-bill review, and coordinate revisions.
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Process expense reports and reimbursements in accordance with firm guidelines.
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Support monthly billing cycles, ensuring accuracy, completeness, and prompt submission.
Teamwork & Professionalism
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Demonstrate sound judgment, initiative, and commitment to quality in every task.
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Adapt quickly to shifting priorities, managing multiple deadlines in a fast-paced litigation practice.
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Maintain a poised, service-oriented approach with attorneys, clients, and colleagues at all times.
Required Qualifications
Candidates must meet the following qualifications to be considered:
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6+ years of legal secretarial experience, with strong, hands-on litigation background (required).
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Experience supporting attorneys at an Am Law 100/200 firm or similarly demanding legal environment.
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Bachelor's degree preferred; equivalent experience considered.
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Advanced proficiency with MS Office (Word, Outlook, Excel, PowerPoint), PDF editing tools, and legal document management systems.
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Strong knowledge of legal billing processes, timekeeping systems, and court filing procedures.
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Exceptional written communication, proofreading accuracy, and organizational skills.
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Demonstrated stability and longevity in prior positions short employment stints will not be considered.
Preferred Qualifications (Strongly Emphasized)
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Experience coordinating large-scale litigation matters, including trial preparation.
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Familiarity with e-filing platforms and litigation support technologies.
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Ability to work seamlessly with multiple attorneys and manage complex, overlapping priorities.
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A service-driven mindset with the ability to anticipate needs and maintain strict confidentiality.