Legal Services Assistant - Real Estate

Ice Miller Llp - Indianapolis, IN

Full-time - Entry Level

Indianapolis, IN

Professional, Scientific, and Technical Services

About the position

Ice Miller LLP, a national law firm, is seeking a Legal Services Assistant in our Real Estate group. This role involves assisting with commercial real estate transactions and providing essential support to attorneys and other professionals within the firm. The ideal candidate will be eager to learn about multiple practice areas as needed, adopt firm technology, and contribute to a high-performing team. The Legal Services Assistant will play a crucial role in ensuring that all aspects of administrative practice are supported, focusing on exceptional client service and efficient operations. In this position, the Legal Services Assistant will be responsible for incorporating technology and utilizing firm resources to provide best-in-class support to attorneys. This includes preparing and drafting correspondence, memos, and legal documents according to firm requirements, as well as managing the preparation and coordination of complex document production. The assistant will also monitor, organize, and prioritize ongoing client projects, handle administrative tasks such as reimbursements, and coordinate travel, meetings, and conference calls. The role requires managing assignments from attorneys and paralegals, providing estimated timelines for completion, and offering progress updates. The assistant will also be responsible for organizing and maintaining both electronic and physical files, proofreading and editing documents, and maintaining data in integrated databases that contain client and matter information. Maintaining positive relations with external clients, internal clients, and co-workers is essential, as is contributing to a collaborative team environment. The Legal Services Assistant must maintain strict confidentiality for all information and case data received, ensuring that all essential duties are performed effectively.

Responsibilities

• Support all aspects of administrative practice, including legal and non-legal processes with a focus on exceptional client service.
• Incorporate technology and utilize firm resources to provide efficient, best-in-class support to attorneys.
• Prepare and draft correspondence, memos, and legal documents according to 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.
• Manage the preparation and coordination of complex document production while utilizing technology platforms and other firm resources to streamline processes and reduce turnaround time.
• 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.
• Manage assignments from attorneys and paralegals by providing estimated timelines to complete including progress updates.
• 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.
• Maintain strict confidentiality for all information and case data received.
• Contribute to a collaborative team and provide backup to team members as needed.

Requirements

• High school diploma required.
• Minimum of 2 years of commercial real estate experience 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.
• Candidates must have permanent authorization to work in the United States.