Legal Services Assistant

ICE MILLER LLP • Indianapolis, IN

1d

About The Position

The Legal Services Assistant provides high-level administrative support to assigned timekeepers and helps ensure the seamless management of attorney workflows. The role is part of a practice-specific support team and involves managing multiple projects and competing priorities, independently coordinating complex tasks, delegating work to internal support teams, and ensuring quality control and timely follow-up. The assistant also serves as a resource and informal mentor to junior team members.

The position requires strong communication skills, professionalism, discretion, accuracy, proofreading ability, and advanced technical and organizational skills. The assistant works frequently with clients, attorneys, staff, and visitors and takes a proactive, collaborative approach to problem-solving and team support. Responsibilities and qualifications may vary according to the assignment's scope and practice area.

The role requires expert-level proficiency in Microsoft Word and advanced knowledge of legal document-editing, billing, conflicts and new-matter, document-management, and expense-reimbursement software. Ice Miller uses systems including BigHand, InTapp, NetDocuments, BillPro, Elite 3E, and Emburse. The position requires extensive computer and telephone use, as well as printing, copying, faxing, and scanning equipment. The employee may be exposed to weather while traveling; workplace noise is usually moderate. Candidates must have permanent authorization to work in the United States.

Requirements

• High school diploma required.
• At least five years of administrative experience in the legal industry required; law-firm experience is preferred.
• Willingness and ability to learn multiple practice areas within the law firm.
• Ability to prioritize work and balance multiple projects and deadlines.
• Ability to adapt, take initiative, and continue learning.
• Ability to contribute to a working group and provide reliable service to a diverse group of professionals.
• Ability to maintain a professional demeanor, exercise sound judgment and discretion, and maintain confidentiality.
• Problem-solving skills and initiative.
• 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, strong grammar and proofreading, and the ability to work independently and proactively while following complex written and verbal instructions.
• Ability to work with a diverse group of professionals across all offices.
• Must be able to perform all essential duties.
• Expert-level proficiency in Microsoft Word and strong skills in Adobe, Excel, and PowerPoint.
• Advanced knowledge of Word editing tools, including Litera, DocXtools, NTD, and Check.
• Advanced knowledge of legal billing software, conflicts and new-matter software, document-management systems, and expense-reimbursement software.
• Permanent authorization to work in the United States.

Nice To Haves

• Previous administrative experience in a law firm.
• Prior experience with workflow software; Ice Miller currently uses BigHand.

Responsibilities

• Provide high-level administrative support to assigned timekeepers and manage attorney workflows.
• Manage multiple projects and competing priorities, independently coordinate complex tasks, and ensure quality control and timely follow-up.
• Delegate work to internal support teams and provide backup and PTO coverage for practice support team Legal Services Assistants as needed.
• Use knowledge of the assigned practice area to manage workflow, prioritize tasks, and support multiple attorneys accurately.
• Identify and implement workflow and system enhancements and collaborate across functions to support process improvements and firm goals.
• Communicate and collaborate proactively with team members and firm personnel, and participate in regular team meetings by sharing information and training tips.
• Partner with attorneys, paralegals, and business professional leaders across departments.
• Lead by example, support and mentor junior team members, make independent decisions, and escalate issues appropriately.
• Deliver exceptional client service and maintain professionalism, sound judgment, discretion, and confidentiality.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED