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Secretarial Manager

Secretarial Manager

BGSFChicago, IL, US
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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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    Manager • Chicago, IL, US

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