Transactional Secretary/Practice Specialist I (Chicago)

Sheppard, Mullin, Richter & Hampton LLP, a global Am Law 50 firm, is seeking an experienced Transactional Secretary/Practice Specialist I based in our Chicago office.

Sheppard Mullin is hiring an experienced, well-organized Practice Specialist to support Transaction and Tax attorneys and paralegals in our Real Estate/Energy/Land Use/Environmental and Tax/Employee Benefits/T&E Practice Groups. This position is heavily focused on client billing. The job requires extensive knowledge and experience in client billing. Handling the entire billing process from prebill reviews to handling client invoicing, to fielding client billing requests. Intakes, calendaring and travel management, case management, and document production is also critical to this role. The practice specialist will need extensive mathematical, technical, organizational, and administrative skills. The position handles multiple projects, often in a fast-paced, high-pressure environment, requiring prioritization and flexibility. Collaboration with firm personnel at all levels is integral to the role.

Essential Job Functions

• Handle all aspects of client billing process, including e-billing mechanics, invoicing and expenses.
• Conduct conflict checks and handle new matters, including preparing engagement letters and managing client and case documents.
• Work closely with attorneys and paralegals to prepare and file official correspondence using the Firm’s standards and procedures.
• Draft, edit, and proofread legal documents.
• Communicate regularly with the team. Double check work product before presenting to attorney for review and again before sending or filing.
• Must be available and able to work during core business hours.
  
  

Required Qualifications

• A minimum of 8 years of relevant legal experience in a law firm.
• Proficiency in Microsoft Office Suite and the ability to quickly learn new software.
• Ability to handle multiple projects with changing priorities while working independently in a fast-paced environment.
• Ability to work overtime, evenings, and weekends, as needed.
• Possess excellent math, spelling, grammar, and punctuation skills.
• Strong attention to detail, ability to prioritize tasks, and excellent time management skills to meet deadlines.
  
  

Education And/or Experience

A high school diploma or equivalent is required, plus substantial and relevant work experience. A bachelor's degree or some college is preferred.

License and Certification

A secretarial certification is preferred.

Computer/Software Knowledge

Must have proficiency in Windows 10, Microsoft Outlook, Excel, PowerPoint, Adobe Acrobat, Zoom, and Teams, and experience working with a document management system. Must be able to quickly learn new skills and systems.

Work Environment

• The current Firm policy is hybrid–working in the office a minimum of 3 days per week and working from home the rest of the week (subject to change).
• Overtime may be required as the job duties demand.
  
  

Sheppard Mullin is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity and/or expression, national or ethnic origin, ancestry, citizenship, age, marital status, protected medical condition, physical or mental disability, veteran status, or any other characteristics protected by law.

Req: #2025-3243