Job Description

Secretarial Manager / Coordinator

Location: Chicago, IL (Hybrid – 3 days onsite, Wednesday required)

Salary Range: $85,000–$95,000 **flexible for highly qualified candidates

Schedule: Monday–Friday, 9:00 AM–5:00 PM

Reports To: President of the Firm

Start Date: ASAP (to allow for transition with current manager)

About the Company:

A well-established Chicago-based intellectual property law firm is seeking a Secretarial Manager to lead a highly tenured team of 13 Legal Secretaries. The culture is employee-focused, offering generous benefits, paid medical leave, profit sharing, and 20 days of PTO to start.

About the Role:

This role is opening due to the current manager transitioning after 16 years. The ideal candidate will be a confident, organized leader with experience managing legal support staff in an IP-focused environment.

Responsibilities:

• Manage secretarial coverage for attorneys and patent agents
• Assign secretaries and coordinate coverage for absences
• Handle overflow work and urgent requests
• Track PTO and vacation schedules
• Conduct annual evaluations and performance reviews
• Train new hires and lead secretary meetings
• Maintain and update office forms and USPTO templates
• Collaborate with IT to troubleshoot software issues
• Evaluate new firm software as needed
• Navigate team dynamics and support change management

Qualifications:

• 5+ years of experience managing legal assistants or secretarial teams
• Strong knowledge of IP law and USPTO procedures
• Proficiency in Microsoft Office Suite; familiarity with Anaqua and ProLaw is a plus
• Excellent communication, organization, and leadership skills
• Bachelor's degree preferred; significant experience may substitute

Interview Process:

• First Round: 30–45 min Teams interview with HR Manager and Firm President
• Final Round: Onsite panel interview with firm leadership (video option available for non-local candidates)

Why Join This Firm?

• Employee-focused culture with long-tenured staff
• Paid medical leave and annual profit sharing
• Bonuses (~$2,500) and merit increases every January
• 20 days PTO to start
• Exclusive opportunity with a respected firm in the patent law space

Equal Opportunity Statement: The firm is committed to diversity and inclusivity in the workplace.

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