Phillips Lytle LLP Jobs Hiring Now

Job Summary

The Clerk/Office Assistant, based out of our Chicago, IL office, will be responsible for providing comprehensive administrative support to ensure the smooth operation of practice group activities. This role involves managing correspondence, handling data entry, maintaining records, and assisting with various administrative tasks. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to multitask effectively.

Essential Duties and Responsibilities

• Provide general office support, including but not limited to: answering phones, scheduling meetings, coordinating travel arrangements for attorneys, organizing calendars, and maintaining filing systems (both digital and physical).
• Oversee day-to-day office operations, including office supplies inventory, coordinating office maintenance, and ensuring a clean and organized office environment.
• Draft and proofread internal and external communications. Distribute memos, notices, and other documents to staff and departments.
• Liaise with various departments (Word Processing, Human Resources, Information Technology, Library, etc.) to ensure seamless communication and smooth workflow across the organization.
• Provide support to various departments by assisting with administrative tasks such as filing, photocopying, and scanning documents.
• Type and proofread documentation with respect to the maintenance of and closing of files, including forms, correspondence and other miscellaneous documents required. Proper proofreading of documents and correspondence to ensure accuracy, proper grammar and punctuation, consistency and syntax.
• Conduct external calls to various agencies to request information and documentation necessary.
• Assist with closings, prepare closing sets and prepare and update closing checklists.
• Enter and update data in various systems, including databases and spreadsheets. Ensure accuracy and completeness of data and generate reports as needed.
• Address inquiries and resolve issues from clients, staff, and visitors in a professional and courteous manner. Provide exceptional customer service and support
• Ensure that all administrative processes adhere to company policies and regulatory requirements. Handle confidential information with discretion and integrity.
• Uphold the firm’s reputation as the premier source for sophisticated legal counsel by delivering superior outcomes, service, and value to every client and matter.
• Performs other duties as assigned.

Qualifications and Requirements

High school diploma or equivalent required; additional coursework in office administration, business, or a related field is preferred.
Minimum of 1-2 years of experience in an administrative or clerical role. Experience in the legal industry and/or professional services is a plus.

Knowledge, Skills and Abilities

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Good communication and interpersonal skills.
• Ability to manage multiple tasks and prioritize effectively.
• Eagerness to learn and adapt to new research tools and technologies.
• Strong problem-solving skills and a proactive attitude.
• Ability to work independently and as part of a team.
• Commitment to maintaining confidentiality and professionalism.