Legal Assistant

Job Description

Malman Law is a fast-paced, growing plaintiffs' law firm focusing in nursing home and personal injury litigation. We are seeking highly motivated medical records specialists to join our nursing home litigation group.

At Malman Law, we pride ourselves on a culture built on trusted teams. You will become part of a team that will focus on your success as an employee while delivering exceptional results to our clients.

The Nursing Home Legal Assistant provides administrative and procedural support to attorneys and paralegals in the Nursing Home department. This role is responsible for assisting with document preparation, court filings, case tracking, and coordination of legal proceedings. The position requires a strong attention to detail, task ownership, and an understanding of litigation processes to ensure that court deadlines are met, and case files are meticulously maintained.

Key Responsibilities

Court Filing & Case Management

• Prepare, format, and file complaints, motions, subpoenas, and other court documents in compliance with federal, Illinois, and local court rules.
• Utilize electronic and paper filing systems (e.g., Odyssey e-filing, CM/ECF) to manage court submissions.
• Track filings, service of process, deadlines, and hearing dates using SmartAdvocate or other case management tools.

Scheduling & Calendar Coordination

• Schedule depositions, hearings, mediations, and other litigation events with opposing counsel, clients, witnesses, and experts.
• Ensure all deadlines and appointments are accurately entered into and tracked in SmartAdvocate.
• Send notices, confirmations, and timely follow ups regarding scheduled events.

Document Preparation & Trial Support

• Assemble and organize exhibits, deposition binders, and trial materials.
• Maintain case chronologies, indexes, and discovery logs to support attorneys and paralegals.
• Conduct online research for court records, public documents, and party information as needed.

Client, Witness, and Expert Communications

• Coordinate communications regarding scheduling, document needs, and case updates while maintaining a high level of professionalism and confidentiality.
• Arrange preparation meetings with clients and witnesses, ensuring they receive all relevant materials and instructions.

Administrative Support

• Maintain organized digital files with proper labeling and indexing in SmartAdvocate.
• Manage a daily task list, ensuring completion of assignments on or before deadlines.
• Provide general administrative assistance including docket management and case progress tracking.

Required Skills & Competencies

• Understanding of litigation timelines, procedures, court filing rules, and service requirements.
• High attention to detail and accuracy in document preparation and case tracking.
• Proficiency in court e-filing systems and legal technology tools (SmartAdvocate, PDF editing software).
• Strong organizational skills with the ability to prioritize in a fast-paced, deadline-driven environment.
• Excellent written and verbal communication skills.
• Professional demeanor, reliability, and ability to work independently.
• Empathy and compassion when interacting with injured clients or distressed parties.

Education & Experience

• High School Diploma or GED required.
• Associate’s Degree or equivalent experience preferred.
• 1-3 years of legal assistant or litigation support experience preferred (personal injury litigation experience a plus).

Work Environment & Physical Requirements

• This position is in-office, Monday through Friday, located in Chicago, IL.
• Must be able to sit for extended periods and work at a computer.
• Occasional lifting of files, binders, or boxes up to 25 pounds.

Compensation & Benefits

• Position Type: Full-Time, Non-Exempt (Hourly)
• Salary Range: $65,000 - $75,000 annually, commensurate with experience.
• Comprehensive benefits package including health, dental, vision insurance, 401(k) plan, paid time off (PTO).

Equal Employment Opportunity (EEO) Statement

Malman Law is an Equal Opportunity Employer. We do not discriminate against any applicant or employee based on race, color, religion, sex (including pregnancy, sexual orientation, gender identity), national origin, age, disability, veteran status, genetic information, or any other protected characteristic as defined by applicable federal, state, or local laws.

Reasonable Accommodations

Malman Law is committed to providing reasonable accommodations for individuals with disabilities or sincerely held religious beliefs in accordance with the Americans with Disabilities Act (ADA), the Illinois Human Rights Act, and Chicago’s Municipal Code. Applicants requiring accommodation during the hiring process should contact Human Resources.

No phone calls, agencies, or recruiters, please.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Profit sharing
• Referral program
• Retirement plan
• Vision insurance
• Wellness program

Schedule:

• 8 hour shift
• Monday to Friday
• 9AM-5PM

Education:

• Associate (Preferred)

Ability to Commute:

• Chicago, IL 60606 (Required)

Ability to Relocate:

• Chicago, IL 60606: Relocate before starting work (Required)

Work Location: In person