Legal Assistant

Varnum LLP; Kalamazoo (MI); On-site; USD 35,000 - 52,000; Full time

Job summary

Varnum LLP in Kalamazoo, Michigan, is seeking an experienced Legal Assistant for a full-time, in-office role. The candidate will support attorneys with filing, document management, and communications, ensuring accuracy and client service excellence.

The position requires strong proofreading, organizational, and multitasking abilities, with the capacity to work independently or as part of a team and occasional hours beyond the standard schedule.

Qualifications

• 2+ years' experience as a legal assistant in corporate, landlord/tenant, or related areas.
• Bachelor’s degree in legal studies or related field preferred.

Responsibilities

• Participates on a client-focused team displaying professionalism and strong communication under attorney direction.
• Proofreads and edits attorney time in the billing system; ensures accurate entry before monthly deadlines.
• Opens and creates new files; conducts conflicts checks; maintains all client and general files.
• Drafts, finalizes, and delivers engagement letters.
• Manages mail, courier deliveries, and proper routing of documents.

Skills

MS Office Suite

Proofreading

Organizational skills

Multitasking

Independent work

Team player

Client service

Dictation transcription

Communication

Education

Bachelor's degree in legal studies

Tools

iManage

Adarant

EAPro

Intapp

Job description

Legal Assistant

Varnum LLP, a Michigan-based, full-service law firm with over 200 attorneys and 6 offices, has a full-time opening for an experienced Legal Assistant in our Kalamazoo office. We are seeking a candidate who is organized and displays a 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.

ROLES & RESPONSIBILITIES

• Participates on a client-focused team displaying professionalism, excellent communication skills, and exercising personal judgment under the ultimate direction of assigned attorneys.
• Proofreads and edits attorney time in the billing system; ensures accurate entry of complete information before each monthly deadline.
• 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.
• 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.
• Maintains office supply inventory by coordinating orders and restocking as needed.
• Provides front desk and meeting support by greeting visitors, seating clients, assisting walk-ins, helping attorneys prepare meeting materials, and notarizing documents.
• Maintains appointment and deadline reminder calendars (docket) for all case-related dates. Including but not limited to follow-up dates and prepares necessary documents, copies, and binders.
• 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.
• Transcribes documents from dictation.
• Maintains confidentiality in all firm and client matters.

QUALIFICATIONS & REQUIREMENTS

• 2+ years' experience as a legal assistant, with a background working in Corporate, Landlord/ Tenant matters, or both.
• Bachelor’s degree in legal studies or related field preferred.

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 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.
• Occasional hours outside of normally-scheduled hours.

Hours

• 8:00 a.m. to 5:0 0 p.m. Monday-Friday.
• 100% in-person.

Preferred Skills

• iManage, Adarant, EAPro, Intapp, or other document management systems.

Job ID: 277