Legal Services Assistant - Transactional Practice Groups

Legal Services Assistant

Ice Miller LLP is seeking a Legal Services Assistant for our transactional practice groups assisting with commercial transactions and providing support to attorneys and other professionals. Successful candidates will be eager to learn multiple practice areas as needed, adopt firm technology, and contribute to a high performing team.

Essential Job Duties:

• Support all aspects of administrative practice, including legal and non-legal processes with focus on exceptional client service
• Prepare and draft correspondence, memos, and legal documents according to legal staff and firm requirements using word processing and document management systems
• Prepare and process outgoing correspondence through email, regular mail/overnight delivery, or fax; arrange for specialized mail or courier services as required
• Monitor, organize and prioritize ongoing client projects
• Handle administrative tasks such as reimbursements, as well as coordinate travel, meetings, and conference calls including IT and facilities set-ups
• Assist assignments with technology needs and use firm technology to complete tasks
• Organize and maintain files, both electronic and physical, within the guidelines set by the firm
• Proofread and edit documents to ensure appropriate formatting, grammar, punctuation, and spelling, creating a finished product that is processed for attorney, client or court consumption
• Answer, provide assistance during, and appropriately direct telephone calls for legal assignments as needed
• Manage scheduling of meetings, appointments, due dates, client-related activities, and case dates on electronic calendars for multiple legal assignments
• Maintain data in integrated databases that contain client and matter information for multiple legal assignments including, but not limited to, the contact management system, document management system, the docketing system, the time and billing system, the knowledge management system and the electronic mail system complying with established Firm/Practice Group policies and procedures
• Maintain positive relations with external clients, internal clients and co-workers and contribute to the team structure to assist with overflow and specialized tasks within guidelines set by the firm

Minimum Requirements:

• High school diploma required
• Minimum of 2 years of commercial transactional experience in a legal setting preferred
• Ability to prioritize work and balance multiple tasks and deadlines
• Proficient or intermediate experience using Microsoft Office products, including Word, Outlook, Excel, and PowerPoint
• Excellent clerical skills and knowledge of grammar, spelling, and punctuation
• Exceptional client service skills in person, over the phone, and via email
• Exceptional attention to detail
• Ability to work both independently and proactively as well as collaboratively within a team structure
• Willingness and ability to learn multiple practice areas within the law firm, as needed
• Ability to work with a diverse group of professionals across all offices
• Ability to maintain a professional demeanor, exhibit sound judgement, use discretion, and maintain confidentiality
• Must be able to perform all essential duties

Other Requirements:

The requirements described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equipment Operated:

This position requires extensive use of a computer and telephone. This position also requires the use of printing, copying, faxing and scanning equipment.

Physical Requirements:

While performing the duties of this job, the employee is occasionally required to sit; stand; talk; see; and hear.

Mental Requirements:

Ability to communicate effectively, verbally and in writing, with a diverse group of people.

Work Environment:

While performing the duties of this job, the employee may be exposed to weather conditions while traveling. The noise level in the work environment is usually moderate.

The above statements are intended to describe the general nature and level of work being performed in this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Benefits provided include: Paid time off, Health insurance, Vision and Dental Insurance, 401k (with an employer match), life insurance, and many others. Please reach out for a comprehensive list of benefits provided.

Ice Miller is committed to recruiting, developing and retaining talented attorneys and professional staff from all backgrounds. To succeed, we take great pride in a culture where everyone at Ice Miller feels respected, is treated fairly and has the opportunity to perform to their highest potential.

Candidates must have permanent authorization to work in the United States.

Ice Miller LLP is an Equal Opportunity Employer.