Executive Legal Assistant

CHICAGO OFFICE EXECUTIVE LEGAL ASSISTANT

Nicolaides Fink Thorpe Michaelides Sullivan LLP is seeking an Executive Legal Assistant with 6+ years of executive legal assistant experience to join our growing Chicago office and become an integral part of the firm's administrative and legal support team. This position performs a broad range of executive, administrative, and legal support duties, while demonstrating the ability to exercise good judgment and discretion, multi-task, and meet deadlines.

Ideal candidates are self-starters who can work independently and as part of a team, are highly organized, and detail oriented. Demonstrated advanced proficiency with Microsoft Word, Outlook, Excel, PowerPoint, and Adobe Acrobat is required.

Initially the new hire will be asked to work in the office Monday through Friday, but once the tasks and responsibilities are learned, a hybrid schedule will be possible. Four days in the office and one day remote. This is a non-exempt role, with eligibility for overtime, as needed.

This is an exceptional opportunity to join a dynamic, stimulating, collaborative, and highly dedicated work environment built on collegiality and respect. We offer competitive salaries and benefits, including: medical, dental, vision, life, short-term and long-term disability. Employees are also eligible to enroll in the 401(K) Profit Sharing Plan, which includes employer contributions. The firm is committed to opportunities for advancement, professional development, and creating a culture of diversity, employee wellness, and community service.

Minimum starting salary of $46/hour ($83,500 annually), based on a 35-hour per week schedule; final compensation will be based on experience and expertise, with potential for annual performance-based raises and discretionary bonuses.

Primary Duties and Responsibilities include, but are not limited to:

• Provide high level of support to executive-level partner and Chief Executive Officer
• Work closely with Managing Partner on firm Executive Committee administrative matters
• Support Regional Office Administrator, attorneys, and staff on high priority projects;
• Uphold a strict level of discretion
• Draft, proofread, and prepare communications, presentations, and reports, including confidential or sensitive information;
• Transcribe dictation;
• Keep executive-level partner’s new matter submissions and current matters updated;
• Coordinate travel and meeting arrangements, including hotel and flight reservations, and expense reimbursements, both domestic and international;
• Support event planning for internal and client-facing events, both domestic and international;
• Enter attorney time and correspond with billing partners as needed;
• Respond to internal and client requests in a timely and professional manner;
• Provide administrative support for semester-long law school class, taught by executive-level partner; includes preparing class presentations, coordinating student communications, and all related academic requirements;
• Organize and prepare materials for client meetings, executive meetings, and internal firm events, including PowerPoint presentations, Excel spreadsheets, charts, and multi-page print and digital materials;
• Coordinate annual administrative initiatives for executive-level partner and CEO, including license renewal, gift procurement, and end of year procedures;
• Maintain an organized electronic filing system of all related documents;
• Coordinate special projects and perform other related duties as required to support firm leadership.

Knowledge/Skills/Abilities Required:

• Strong administrative skills and client service focus
• Advanced level proficiency with Microsoft Word, Excel, PowerPoint and Adobe Acrobat, as well as the ability to quickly learn firm-specific programs and software
• Ability to communicate clearly and concisely, both verbally and in writing
• Experience with international travel arrangements and handling expense submissions involving currency conversion for international transactions
• Proactive work style with the ability to communicate in a professional manner with both internal and external contacts
• Self-starter who can work independently and as a part of a team
• Strong attention to detail and excellent proofreading skills
• Exceptional interpersonal skills, friendly and professional image and demeanor
• Sound judgment and a strong commitment to maintaining confidentiality and handling sensitive information with discretion
• Ability to prioritize and manage multiple assignments under time pressure
• Ability to take initiative and follow through on projects
• Ability to perform at high levels and successfully adapt to changing priorities and working demands
• Flexibility with schedule

Education/Experience/Certifications:

• Minimum AA degree; Bachelor’s degree preferred;
• 6+ years of increasingly responsible legal administrative experience supporting executives or firm leadership in a fast-paced, professional environment;
• 3-5 years of legal assistant experience in a law firm.

Qualified candidates are asked to submit a resume and cover letter summarizing your work history at https://airtable.com/appzpuZr5j8902OLa/shrVhrdQw8mWYJeNk. No phone calls or agencies, please.

Nicolaides Fink Thorpe Michaelides Sullivan LLP is an Equal Opportunity Employer M/F/D/V. We support and encourage workforce diversity. We do not discriminate on the basis of race, color, gender, religion, age, national origin, sexual orientation, or disability in any of our recruitment, hiring, or placement processes.

NOTICE TO LEGAL SEARCH FIRMS: Nicolaides Fink Thorpe Michaelides Sullivan LLP does not accept applications or resumes from placement or search agencies. There are no exceptions to this policy, no contract will be formed, and no placement fee will be paid with respect to any resume submitted to the Firm by an agency. Resumes received by agencies will be immediately discarded.

Job Type: Full-time

Pay: From $46.00 per hour

Expected hours: 35 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person