Legal Support Assistant
About The Position
Foster, Swift, Collins & Smith P.C. is seeking a Legal Support Assistant to join our Grand Rapids office. This is a full-time opportunity for an entry level legal support professional who thrives in a fast-paced environment and excels at meeting the demands. Backup Front Desk Receptionist (25%): Perform all receptionist duties (open/close office, answer phones, greet clients, keep the office tidy). Scan and distribute mail. Communicate with clients in person, over the phone, and via email. Prepare/schedule conference rooms. Assist with Zoom and MS Teams conferences. Administration and Assistance to Legal Assistants (50%) Event Management (25%) Document Preparation: Draft, update, proofread, transcribe, format, file, and send legal documents, including pleadings, agreements, estate-planning documents, business transaction documents, real estate closing documents, correspondence, invoices, and other documents as needed. Deadline Management: Track and communicate key dates to attorneys and stakeholders, ensuring timely task completion. Technology Utilization: Work effectively with firm systems, including the document management system, Office 365, Adobe Acrobat, time/billing software, and office equipment (scanners, copiers, fax machines, copitrack, postage meter). Client & Case Management: Assist with opening new client matters, conflict checks, engagement letters, matter setup, file maintenance, and proper file closure following firm protocols. File Maintenance: Maintain, scan, label, inventory, organize, and close client files per policy; assist with compiling closing binders, estate-planning binders, and corporate minute books. Administrative Duties: Manage attorney calendars, schedule appointments, draft routine correspondence, prepare and schedule conference rooms, handle electronic filing and e-filings, order lunches, and maintain overall office organization. Attorney Support: Assist with business-development reimbursement requests, time entry for attorneys, large copy/scanning projects, and provide in-office support for remote legal assistants. Billing Assistance: Review, proofread, and edit pre-bills according to attorney instructions. Document Execution & Notarization: Witness and notarize document signings and submit documents for recording as needed. Team Collaboration: Provide support to other legal assistants and perform additional administrative tasks as needed. Communication: Demonstrate effective and professional communication skills—both verbal and written—when interacting with clients, attorneys, colleagues, and other stakeholders. Meetings & Training: Attend staff meetings and trainings; complete required learning assignments. Other Duties: Perform other job duties as assigned. Why Join Foster Swift? At Foster, Swift, Collins & Smith, we prioritize our employees' well-being and professional growth. We offer: Comprehensive Benefits: Affordable medical, dental, and vision insurance, company-paid life insurance, short- and long-term disability coverage, and a 401(k) plan Additional Perks: Flexible voluntary benefit options to address your personal needs Professional Environment: Work with a collaborative and supportive team dedicated to delivering legal excellence and outstanding client service With over 100 years of history, Foster Swift serves businesses, municipalities, families, and individuals across Michigan, the nation, and beyond. Our conveniently located offices in Lansing, Grand Rapids, Southfield, Holland, and St. Joseph allow us to provide unmatched legal expertise. Commitment to Diversity Foster Swift is committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, age, disability, veteran status, marital status, or any other status protected by applicable laws. Apply Today Join our team and become part of a legacy of excellence. If you meet the qualifications and are excited about this opportunity, we encourage you to apply now!
Requirements
- Must have a high school diploma or G.E.D.
- Must have at least two years of administrative experience, preferably in a professional environment
- Must demonstrate basic computer skills
- Familiar with MS Office Applications (Word, Excel, Outlook)
- Must be detail-oriented.
- Must be able to perform the essential functions of the job with or without reasonable accommodation.
- Must be reliable, trustworthy, and able to maintain confidentiality
- Must demonstrate effective organizational and time management skills, including the ability to manage competing priorities
- Must have effective communication skills and ability to collaborate effectively with staff and Attorneys.
Nice To Haves
- Associate’s degree is a plus.
Responsibilities
- Perform all receptionist duties (open/close office, answer phones, greet clients, keep the office tidy)
- Scan and distribute mail
- Communicate with clients in person, over the phone, and via email
- Prepare/schedule conference rooms
- Assist with Zoom and MS Teams conferences
- Draft, update, proofread, transcribe, format, file, and send legal documents, including pleadings, agreements, estate-planning documents, business transaction documents, real estate closing documents, correspondence, invoices, and other documents as needed
- Track and communicate key dates to attorneys and stakeholders, ensuring timely task completion
- Work effectively with firm systems, including the document management system, Office 365, Adobe Acrobat, time/billing software, and office equipment (scanners, copiers, fax machines, copitrack, postage meter)
- Assist with opening new client matters, conflict checks, engagement letters, matter setup, file maintenance, and proper file closure following firm protocols
- Maintain, scan, label, inventory, organize, and close client files per policy; assist with compiling closing binders, estate-planning binders, and corporate minute books
- Manage attorney calendars, schedule appointments, draft routine correspondence, prepare and schedule conference rooms, handle electronic filing and e-filings, order lunches, and maintain overall office organization
- Assist with business-development reimbursement requests, time entry for attorneys, large copy/scanning projects, and provide in-office support for remote legal assistants
- Review, proofread, and edit pre-bills according to attorney instructions
- Witness and notarize document signings and submit documents for recording as needed
- Provide support to other legal assistants and perform additional administrative tasks as needed
- Demonstrate effective and professional communication skills—both verbal and written—when interacting with clients, attorneys, colleagues, and other stakeholders
- Attend staff meetings and trainings; complete required learning assignments
- Perform other job duties as assigned
Benefits
- Affordable medical, dental, and vision insurance
- Company-paid life insurance
- Short- and long-term disability coverage
- A 401(k) plan
- Flexible voluntary benefit options to address your personal needs
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
101-250 employees
