Corporate Legal Assistant

Grand Rapids Varnum LLP, a Michigan-based, full-service law firm with over 225 attorneys and 6 offices, has a full-time opening for an experienced Legal Assistant supporting the Corporate practice team in our Grand Rapids office. We are seeking a candidate who is organized and displays keen attention to detail, with a superb commitment to client service. This individual should be comfortable working independently, as well as part of a team. This role is 100% in-person and requires at least 2-3 years of prior Legal Assistant experience.

ROLES & RESPONSIBILITIES:

• Participates in a client-focused team displaying professionalism, excellent communication skills, and exercising personal judgment under the ultimate direction of assigned timekeepers.
• Proofreads and edits attorney time in the billing system; ensures accurate entry of complete information before each monthly deadline.
• Prepares, edits, and proofreads legal documents and correspondence, along with handling closing preparations using tools such as SimplyAgree and DocuSign.
• Converts documents from PDF to Word, ensuring professional appearance and desired functionality.
• Files legal documents with appropriate attachments, both electronically and via traditional filing methods.
• Transcribes documents from dictation; proofreads and edits all documents to ensure accuracy and professional appearance.
• Opens and creates new files, performs conflict of interest checks through conflicts control system, and maintains all electronic and physical client and general files in a neat and orderly condition.
• Schedules appointments and conference calls; prepares necessary documents and copies for meetings.
• Maintains appointment and deadline reminder calendars (docket) for all dates, including but not limited to appointments, deadlines, and follow-up dates, and prepares necessary documents, copies, and binders for all appointments.
• Reviews calendar reports generated from docket control system.
• Drafts, finalizes, and delivers engagement letters.
• Receives, reads, and routes incoming postal mail.
• Arranges for the proper delivery of documents/projects via courier runs, hand-deliveries, Federal Express, UPS, Express Mail, etc.; provides complete information to courier for delivery.
• Answers telephone calls in a courteous and professional manner; forwards messages to the intended parties; answers non-legal questions.
• Places phone calls as needed or requested.
• Closes inactive files in a timely manner and in accordance with the Record Retention & Destruction Policy and Guideline.
• Requests checks for filing fees, etc. and attorneys' business expense reimbursements.
• Assists with legal assistant work overflow or absence coverage as time permits or needs dictate and as requested by other attorneys, paralegals, or Human Resources representatives.
• Attend staff meetings, training sessions and other required employee meetings.
• Copying, typing, scanning, faxing and any other general office duty as needed.
• Maintains confidentiality in all firm and client matters.

QUALIFICATIONS & REQUIREMENTS:

Education: Completion of high school required. Bachelor’s degree in legal studies or related field preferred.

Experience: Two to three years Legal Assistant experience required, demonstrating an understanding of law office policies and procedures and an ability to produce accurate legal documents with minimal supervision. Experience supporting a high-volume Corporate law practice required.

Required Skills/Abilities: Proficient in MS Office Suite and legal document management software with the ability to transcribe legal documents, correspondence, and reports from rough draft, dictation, or transcription at a level of at least 30 wpm. Excellent proofreading and grammar skills. Exceptional organizational and multitasking abilities to meet deadlines and manage competing priorities. Works independently and completes tasks with minimal supervision. Professional demeanor and ability to work well in a team-oriented environment. Ability to communicate and follow instructions effectively from a diverse group of attorneys and staff. Committed to providing responsive client service.

Preferred Experience: Experience working in iManage, Aderant EA Pro, Intapp, or comparable legal software. Experience working in DocuSign and/or SimplyAgree.

Hours and Location: 8:00 a.m. to 5:00 p.m. Monday-Friday. Occasional hours outside of normally scheduled hours. 100% in-person.

Job ID: 280 #INDHP