Job Summary:

Ice Miller LLP is seeking a Legal Services Assistant to support attorneys in our Intellectual Property group. This Legal Services Assistant will manage all aspects of the administrative practice, including legal and non-legal processes. The Legal Services Assistant will also be responsible for assisting attorneys and paralegals in the performance of complex and specialized clerical duties relating to all aspects of the legal process. The Legal Services Assistant under the Office Coordinator role will be responsible for coordinating the general facilities and daily operational needs of the office in addition to providing assistance to legal personnel. This person must be capable of working in a fast-paced environment with time-sensitive materials and maintain strict confidentiality due to the nature of the position.

Essential Job Duties:

• Support all aspects of administrative practice, including legal and non-legal processes with focus on exceptional client service
• Analyze, adopt and proactively use firm technology tools to enhance efficiency in all aspects of legal and non-legal processes
• Assist with new matter opening and intake requests, performing conflict checks
• Scanning, saving, and distributing incoming physical mail from the USPTO, foreign agents, and clients
• Making photocopies, assisting with printing and needs
• Prepare and process outgoing correspondence through email, regular mail/overnight delivery, or fax; arrange for specialized mail or courier services as required
• Providing billing and expense-related assistance; assisting with routine billing inquiries, expense and invoice review
• Coordinating travel arrangements
• Assist assignments with technology needs
• Prepare and draft correspondence, memos, and legal documents according to legal staff and firm requirements using word processing and document management systems
• 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
• Manage scheduling of meetings, appointments, due dates, client-related activities, and case dates on electronic calendars for multiple legal assignments
• Answer, provide assistance during, and appropriately direct telephone calls for legal assignments as needed
• Manage 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
• Organize and maintain files, both electronic and physical, within the guidelines set by the firm
• 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
• Coordinate office needs, including but not limited to: facilities, supplies, and resources for daily operations
• Liaise with building management to communicate information to the team
• Liaise with HR, IT and other departments to ensure successful onboarding and offboarding of team members
• Approve and track paid time off for office staff to ensure adequate coverage for legal personnel
• Provide input for performance reviews for administrative staff
• Serve as a positive driver on Firm initiatives, policies and procedures
• Assist the Office Managing Partner in both legal work and office operations
• Liaise with Office Administrator and HR to handle employee relations
• Compose correspondence, reports, memoranda, and legal documents
• Prepare and complete filings, letters, and other related tasks to support the practice
• Manage all aspects of administrative practice, including legal and non-legal processes
• Correspond with clients and manage client requests as needed
• Maintain positive relations with internal clients and co-workers and contribute to the team structure to assist with specialized tasks as needed
• Manage scheduling of meetings, travel, appointments, due dates, client-related activities, and case dates on electronic calendars for multiple legal assignments
• Ensure client requests and deadlines are addressed
• Compile data and research as requested

Minimum Requirements:

• High School Diploma required
• Notary a plus
• Experience with intellectual property docketing systems (e.g. CPi, AltLegal) a plus
• Five years of experience providing administrative legal support required
• Exceptional written and oral communication skills
• Excellent clerical skills and knowledge of grammar, spelling and punctuation
• Exceptional customer service skills in person, over the phone and via email
• Exceptional attention to detail and ability to work independently and proactively
• Computer proficient, intermediate or advanced experience using Microsoft Office products such as Word, Excel, and PowerPoint
• Ability to maintain strict confidentiality due to the nature of the position
• Must be able to perform all essential duties

Ice Miller is committed to recruiting, developing and retaining talented attorneys and professional staff from all backgrounds. In order to succeed, we take great pride in a culture of inclusion where everyone at Ice Miller feels respected, is treated fairly and has the opportunity to perform at the highest potential. Learn more about Ice Miller’s Diversity & Inclusion efforts on our website.

Ice Miller is an Equal Opportunity Employer.