Corporate Legal Assistant

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