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Legal Services Assistant

  • Ice Miller LLP
  • Indianapolis (Full Time)

Posted: Aug 16, 2023


Job Description:

Ice Miller LLP, a national law firm, is seeking a Legal Services Assistant for our Public Affairs Group providing support to attorneys, lobbyists, and other professionals. Successful candidates will be eager to learn multiple practice areas and legislative/lobbying work as needed, adopt firm technology, and contribute to a high performing team.

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 and public affairs 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 and practice group projects
  • Handle administrative tasks such as reimbursements, as well as coordinate travel, meetings, and conference calls including IT and facilities set-ups
  • Handle a high volume of scheduling for multiple lobbyists, clients, legislators, and administration staff especially during the legislative session
  • 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, and appropriately direct telephone calls for legal assignments and legislative/lobbying work as needed
  • Manage scheduling of meetings, appointments, due dates, client-related activities, legislative calendars and on electronic calendars for multiple assignments
  • Maintain working knowledge and understanding for political and legislative processes, dates and deadlines
  • Maintain data in integrated databases that contain client and matter information for multiple legal and lobbying related 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, legislative and political officials and staff, local and state agency staff, and co-workers and contribute to the team structure to assist with overflow and specialized tasks within guidelines set by the firm

Minimum Qualifications:

  • High school diploma required
  • Administrative political or legislative experience or a desire to work in local/state politics
  • 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

How to Apply:

Specific instructions for applying, which might include submitting a resume, cover letter, list of references, or completing an online application.

Contact Information:

Sean Black – Recruiting Specialist