Who we are:
- Chuhak & Tecson P.C., a growing, on the move, midsized law firm in Chicago that’s Right there with you…
- Great people with an inclusive culture.
- Focused on our clients through high responsiveness, mutual collaboration and solving their challenges.
What you’ll do:
- Provide administrative and executive support for 2-4 attorneys in our estate planning practice.
- Accurately edit and format estate planning documents such as wills, trusts (e.g., revocable, irrevocable, special/supplemental needs and insurance), and powers of attorney.
- Manage and coordinate complex attorney calendars in Outlook, including maintaining client contact lists, scheduling client meetings, estate planning consultations, document signings, deadlines, and follow-up appointments, while proactively resolving scheduling conflicts and ensuring timely communication with clients and staff.
- Attend estate plan signings acting as a witness and/or notary.
- Facilitate creation and delivery of physical and electronic closing binders of completed estate plan documents.
- At the direction of an attorney, assist with trust administration in support of a client’s planning structure such as locating and marshaling estate and trust assets.
- Interface with clients and direct communications within the realm of knowledge and responsibility, as directed by attorney.
- Analyze incoming email, mail and other communications for appropriate action and reply as directed by attorney.
- Proactively schedule meetings/other appointments and conference/video calls including maintaining and administering an ongoing follow-up schedule for a client’s estate planning process according to the attorney’s needs.
- Assist with opening new client matters, including preparing, editing, and/or formatting new client matter and conflict forms, engagement agreements, conflict waivers, where applicable, and client information intake forms.
- Assist with various billing matters, including sending client invoices and monthly statements, checking outstanding balances, and providing clients with copies of outstanding invoices and statements as requested.
- Organize and maintain physical and electronic files and documents for attorneys utilizing an electronic document management system, namely NetDocuments.
- Close physical files in preparation for sending to offsite storage.
- Prepare monthly client and firm-related expenses for payment and/or reimbursement.
- May assist with tracking attorneys’ CLE credits in Illinois and possibly other jurisdictions.
- May assist with time entry.
- Assist with reception coverage on a seldom, but as needed, basis.
- Other duties as assigned.
Who you are:
- Someone with at least 3-5 years of legal secretarial/assistant experience in wealth preservation and estate planning practice areas.
- A person with “mad” tech skills for today’s hybrid working environment. Specifically having advanced knowledge of: Office 365, Word (including styles); Outlook (email and calendar scheduling, entry and maintenance of contacts); PDF programs (able to manipulate PDFs such as add text, change text extract or add pages; combine multiple pdf documents into bookmarked file; and perform conversions from Word to PDF and vice versa) and can type/key 50-60 wpm error free.
- Someone with proficiency in Excel; time-entry programs such as Laurel AI; Winscribe (machine transcription); Litera Compare (redline/blackline documents) and document management programs such as NetDocuments (experience with naming, filing and search functionality), videoconferencing programs (Zoom and Microsoft Teams), DocuSign or other electronic signature programs, and knowledge of standard office equipment.
- A person with demonstrated mastery of the English language, both oral and written; and possessing exceptional attention to detail, proofreading and organizational skills.
- A strong communicator who is able to manage time and priorities, work collaboratively with attorneys to juggle multiple assignments and deadlines, and effectively interface with clients and teammates.
- A positive, flexible, and proactive self-starter who has strong problem solving, social and interpersonal skills and can function both independently and within a team.
- A discerning individual who can promote inclusivity and maintain perspective and objectivity in the workplace.
- A roll-up-your-sleeves team player who will pitch in where needed.
- Professional in appearance and demeanor, with the ability to maintain a high level of confidentiality.
What we give you:
- Positive and helpful teammates.
- Beautiful office environment with lots of natural light designed specifically with our Staff in mind.
- A new outlook as we’ve developed a holistically new market strategy as our Firm is growing and transitioning to a new generation.
- Hybrid work environment with one day working remotely.
- Market-competitive compensation and benefits:
- Salary range is commensurate with experience, but $70,000+ for someone with at least 3 years of prior experience.
Please send cover letter and resume to: recruiting@chuhak.com .
Chuhak & Tecson, P.C. recognizes that diverse teams make the strongest teams and is committed to building a team that represents a variety of backgrounds, perspectives, and skills. We provide equal employment opportunities to all employees and applicants and prohibit discrimination and harassment of any type without regard to age, gender, color, race, national origin, religion, marital status, sexual orientation, sexual identity, political belief, genetic status, status as a member of uniformed services, or disability that does not preclude performance of the essential job functions, or any other classification protected under applicable law.
All applicants must be legally authorized to work in the United States without sponsorship.
Disclaimer: This job description is subject to change or amendment at Chuhak & Tecson, P.C.’s direction. The above statements are intended to generally describe the nature and level of work to be performed by the individual in the position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills so classified.