Legal Administrative Assistant - Night Shift

About Us:

Marshall, Gerstein & Borun LLP provides sophisticated intellectual property advice and legal services to many of the world’s largest, most innovative businesses, research institutions, universities, and entrepreneurs. For more than six decades, we have been exclusively dedicated to excellence in the practice of IP law. Our size and singular focus enhance efficiency, foster responsive and creative decision-making, and help clients achieve mission-critical results. We cultivate trust, communicate clearly, and deliver effective solutions.

Your Role:

As a Legal Administrative Assistant – Night Shift, you will support attorneys and professionals by providing essential administrative and clerical assistance with discretion and accuracy. You will manage schedules, handle document editing, support communication efforts, and facilitate daily workflows across multiple attorneys with competing priorities. This role requires strong organizational skills, a collaborative mindset, and a commitment to delivering reliable and confidential support in a dynamic legal environment.

Your Impact:

• Docket & Deadline Management: Proactively manage attorney dockets by anticipating upcoming deadlines and preparing necessary documentation to ensure timely compliance and increase timekeeper efficiency.
• Document Drafting & Formatting: Draft and format legal documents including answers, discovery materials, motions, correspondence, and memos with precision and adherence to legal standards.
• Briefing & Filing Support: Assist in all stages of the briefing process by formatting documents and generating Tables of Contents and Authorities, and file documents electronically across multiple court systems.
• Electronic Case Management: Maintain and organize multiple Blackbooks (Casewebs) containing pleadings, discovery, and other case-critical documents.
• Calendar & Coordination: Coordinate attorney calendars, arrange meetings, and manage travel logistics. Schedule and confirm depositions with all parties involved to keep cases on track.
• Project & Timeline Oversight: Track project timelines, manage deadlines, and implement scheduling priorities based on detailed and general instruction to ensure legal team responsiveness.
• Clerical & Administrative Tasks: Perform daily administrative functions with minimal supervision, including formatting and editing complex documents, entering and releasing time entries, and preparing attorney expense reports.
• Event & Client Support: Support client and association events through agenda planning and schedule coordination, ensuring professional execution and attention to detail.
• Travel & Expense Management: Arrange attorney travel, prepare detailed itineraries, and generate accurate and timely expense reports to support efficient timekeeping and cost tracking.
• Team Collaboration & Litigation Support: Provide reliable and knowledgeable support to litigation teams, adapting quickly to changing needs and contributing to the success of ongoing legal projects.

YOUR SKILLS:

Required:

• Ability to work at night and work outside regular business hours, as needed
• Strong grammatical, proofreading, and writing skills
• Extreme attention to detail and accuracy
• Effective communication skills across all levels of the firm
• Sound judgment, discretion, and ability to maintain confidentiality
• Ability to work independently in a dynamic, fast-paced environment
• Strong time management and prioritization skills
• Initiative and accountability for assigned tasks

 

Preferred:

• This position is fully remote for candidates located outside of the Chicago area, with a preference for those in the Pacific Time Zone.
• Standard hours for this role are 4:30 PM to 11:30 PM Central Time, with occasional flexibility expected for extended hours.
• Minimum 3 years of litigation experience
• Prior experience in an Intellectual Property law firm is a plus
• Bachelor’s degree or equivalent experience
• Familiarity with legal filing and document management systems
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

YOUR REWARDS:

• Competitive salary, overall compensation and 401(k)
• Hybrid Remote Work Policy (2 Days In Office, 3 Days Remote)
• In-house and external learning and development opportunities
• Career Coaching Services
• Generous health insurance, mental health and well-being benefits
• Salary $80,000 to $90,000

 

EEO Statement

Our Firm is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our employment decisions are based on individual qualifications, job requirements and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, citizenship status, national origin, pregnancy, veteran status and/or any other legally protected characteristics. We are committed to providing reasonable accommodations, if you need an accommodation to complete the application process, please email HumanResources@marshallip.com.

Salary

• $80,000 - $90,000