Thompson Hine LLP, an AmLaw 200 firm consistently recognized for our Innovation, Inclusion, and collaborative culture, is seeking an experienced Legal Assistant (37.5 hours/week) to join our Minneapolis office. The Legal Assistant provides comprehensive administrative and practice support to assigned attorneys and other designated timekeepers in our Litigation, Labor & Employment and Corporate practice groups.
The Legal Assistants serve as an integral partner to their assigned attorneys and other designated timekeepers, ensuring high-quality support to advance the Firm’s commitment to exceptional client service and adherence to the Firm’s standards of quality, confidentiality, and professionalism.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES
- Using Firm best practices, creates, revises, styles, and properly formats error-free correspondence, memoranda, and other documents in support of assigned attorneys and other designated timekeepers.
- Enters, reviews, proofreads, edits, and releases time charges for assigned attorneys and other designated timekeepers as necessary.
- Works closely with the Billing Department to review and revises client invoices. Assists in finalizing and submitting bills to clients as necessary.
- Submits expense reimbursement requests and related receipts. Follows-up on approvals and status of payments as needed.
- Following Firm guidelines, assists assigned attorneys and other designated timekeepers with all Business Intake related needs (submitting conflict-of-interest checks, opening new clients and matters, preparing and sending engagement letters, etc.).
- Maintains accurate and updated client files, both electronic and physical files as needed. Reviews and prepares files to be closed when matters are complete.
- Coordinates travel arrangements and related logistics for assigned attorneys and other designated timekeepers, as needed.
- Manages general administrative and clerical duties as necessary; answers calls for assigned attorneys and other designated timekeepers if requested, processes incoming and outgoing mail and deliveries in a timely manner, etc.
- Demonstrates advanced proficiency in Microsoft Outlook by proactively managing calendar appointments, scheduling in-person and virtual meetings, managing meeting conference room, and catering logistics as necessary.
- Interact professionally with clients, visitors, and colleagues; provide consistent, high-quality service to internal and external clients; and upholds strict confidentiality of the attorney-client relationship.
- Works closely with all functional support departments and other administrative staff to provide proper assignment support (Business Intake, Office Services, Finance, Library, Firmwide Administrative Support Center, Marketing, Paralegals, etc.).
- Works collaboratively with peers to help provide backup support as needed.
- Utilizes Firm-approved technology, document management systems, and collaboration tools to enhance efficiency and accuracy.
- Contributes to continuous improvement initiatives by identifying opportunities to streamline workflows and enhance service delivery.
- Performs other tasks and responsibilities as requested.
ADDITIONAL DUTIES AND RESPONSIBILITIES
- Proficient with software and terminology and best practices relevant to practice group area.
- Working knowledge of internet use for research purposes and utilizes Library services as needed.
- Working knowledge of the court systems, rules and procedures, including jurisdiction specific requirements.
- Participates in Firm training programs and professional development initiatives.
- Provides peer support and mentoring and contributes positively to a team-oriented culture.
- Supports and participates in Firm support services, i.e., Docusign and other similar client support-based programs.
- Duties may vary for Legal Assistants in litigation and transactional practice areas.
QUALIFICATIONS
Education, Training and/or Experience
- High school diploma or equivalent required.
- Administrative or legal secretarial experience required.
- Preferably some college course work experience.
- Notary Public licensure is valued.
Knowledge, Skills, and Abilities
- Strong proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and legal document software and terminology relevant to practice group area.
- Excellent written and verbal communication skills with the ability to communicate effectively with a diverse group of clients, timekeepers and staff.
- Exceptional attention to detail in all assigned tasks to include document editing (e.g. punctuation, grammar, spelling) and data review on routine law office correspondence and legal case matters.
- Good understanding of law firm office policies and procedures.
- Ability to work both independently and closely with a team.
- Excellent organizational skills and the ability to prioritize numerous tasks and complete them under time restraints.
- Possesses interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff and is a team player.
- Regular attendance and punctuality are essential functions of this job.
- This position requires the employee to work at a specified Thompson Hine office location based on a schedule determined by the Manager for the benefit of the department and Firm. Changes to the location and/or schedule must be approved by the Manager and Human Resources.
Thompson Hine LLP is an Equal Opportunity Employer that offers competitive wages, and a robust benefits package. Benefit offerings include, but are not limited to, medical, dental, and vision insurance as well as Paid Time Off (PTO).
Thompson Hine EEO Policy
