New Business Intake and Conflicts Administrative Assistant

Internal Revenue Service; Baltimore (MD); On-site; USD 54,000 - 81,000; Full time

Job summary

A prestigious law firm is seeking a highly motivated New Business Intake and Conflicts Administrative Assistant to support operations in its Baltimore office. This role involves maintaining the conflicts database, managing confidential client information, and providing excellent customer service. Ideal candidates will possess a strong attention to detail and experience in a legal environment.

Benefits

Competitive compensation package

Medical, dental, and vision insurance

401K and PTO

Firm-sponsored memberships

Qualifications

• Minimum 2 years' experience in law firm or professional services environment.
• Familiarity with legal terminology and conflict checking preferred.
• Self-starter with proven ability to manage multiple priorities.

Responsibilities

• Assist with maintenance of the firm's conflicts database.
• Draft routine correspondence and prepare scheduled reports.
• Conduct preliminary conflict searches and summarize results.

Skills

Attention to detail

Organizational skills

Analytical skills

Communication skills

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Intapp Open

Intapp Walls

Intapp Terms

Job description

New Business Intake and Conflicts Administrative Assistant
Miles & Stockbridge has positioned itself as an AmLaw 200 firm that is global in scope and in reach. Miles & Stockbridge maintains a reputation for a dynamic and approachable work environment that allows talented lawyers and staff from diverse backgrounds to thrive and grow. As part of our ongoing commitment to affect positive change, Miles & Stockbridge focuses on partnerships that benefit the community, reflect the causes our colleagues support, and allow us to collaborate with clients and neighbors to deepen relationships.

Miles & Stockbridge is seeking a highly motivated, exceptionally detail-oriented, and self-directed Administrative Assistant to support the Firm’s New Business Intake & Conflicts Department. This position will support the day-to-day operational and data-management needs of the Department's Conflicts Attorneys, Specialist(s), and Conflicts Analysts. The position will be located in our Baltimore office. The person in this role must be detail-oriented, able to balance high-volume work, and comfortable working independently with minimal supervision while prioritizing tasks.

New Business Intake and Conflicts Administrative Assistant Responsibilities:

• Assist with the maintenance of the firm's conflicts database and other systems including Intapp Open, Walls and Terms.
• Perform all data-entry, quality-control, and document-management tasks associated with new-matter opening, including (i) preparing and submitting Intapp Open requests, (ii) creating and updating ethical wall memos and policies in Intapp Walls, and (iii) uploading, coding, and tracking outside counsel guidelines in Intapp Terms.
• Prioritize incoming requests from attorneys, paralegals, secretaries, and members of the conflicts team and ensure prompt, accurate completion of each item.
• Handle confidential client, prospective-client, and counter-party information with absolute discretion and in accordance with Firm confidentiality protocols.
• Manage calendars, appointments, and communications related to departmental deadlines, outside counsel guideline negotiations, and lateral-hire onboarding.
• Draft routine correspondence (e.g., engagement-letter templates, conflict-waiver requests, declination letters) and prepare scheduled and ad-hoc reports drawn from Intapp systems for distribution to Firm leadership.
• Support the team in maintaining compliance with firm procedures, bar rules, and regulatory requirements.
• Provide excellent customer service when interacting with internal staff; respond to inquiries with professionalism and discretion.
• Conduct preliminary conflict searches, summarize results for attorney review, and follow up on outstanding clearance items to ensure timely matter opening.

Knowledge, Skills, Abilities:

• Ability to articulate an understanding of legal relationships and the nature of representations undertaken is essential to meet the minimum performance standards of this position.
• Ability to analyze and summarize conflict situations, articulate potential issues, and suggest resolutions to attorneys as required.
• Ability to communicate professionally, clearly, concisely, and diplomatically both verbally and in writing.
• Must be well organized, able to spend time on what is important, quickly zeroing in on critical tasks, sensing what will help or hinder accomplishing a tasks, eliminate roadblocks and see a project through from start to finish.
• Ability to perform tasks accurately with attention to detail.
• Exhibit a high degree of initiative in exercising independent judgment and decision making in order to handle multiple functions in a fast-paced, detail oriented work environment and adapt quickly to changes in workflow, processes and procedures.
• Issue tracking, follow-up, and resolution skills are essential.
• Ability to learn and utilize specialized internal conflict checking software and multiple software applications and workflow processes of various departments.
• Ability to communicate with courtesy and diplomacy and respond effectively verbally and/or in writing to the most sensitive conflict inquiries or complaints.
• Ability to apply both logical and common sense understanding to carry out a variety of instructions furnished in written, verbal, and diagram forms.
• Analytical skills requiring an aptitude for detail and accuracy.
• Proven organizational skills with the ability to provide a quality, accurate and efficient work product in a high-volume environment are necessary.
• Proven follow-through skills and the ability to troubleshoot.
• Ability to manage complex projects and assignments while maintaining tight deadlines

Qualifications:

• Minimum two (2) years of experience in a law firm or professional-services environment performing high-volume, detail-oriented administrative or data-management work; experience in conflicts, intake, docketing, or records department strongly preferred.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook) and demonstrated ability to quickly learn and master specialized software such as Intapp Open, Walls, and Terms.
• Exceptional attention to detail and organizational skills; able to spot inconsistencies and ensure compliance with firm policies and procedures.
• Familiarity with legal terminology, conflict checking procedures, and client intake processes strongly preferred.
• Solid understanding of legal terminology across diverse practice areas sufficient to recognize potential conflict issues.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Self-starter with a proven ability to manage competing priorities under pressure while maintaining impeccable accuracy.
• Professional demeanor and team-oriented attitude.
• Demonstrated flexibility and adaptability in a fast-paced, evolving regulatory environment.

Miles & Stockbridge offers a competitive compensation and benefits package including PTO, medical, dental, vision, life insurance, 401K, Firm sponsored Memberships (i.e. Peloton, Norton LifeLock), and more.

The pay range for this position is $54,400 - $80, 300. The pay range provided is in compliance with state, city, or local employment laws and applies to this location only. Actual pay for this position will be determined based on multiple factors including, but not limited to, knowledge, skills, abilities, experience, current market data, and business needs.

Miles & Stockbridge is not currently accepting resumes or assistance from search firms for this position.

Physical Demands:
While performing the duties of this position, the employee is regularly required to remain in a stationary position or sit for prolonged periods and repeat motions that may include the wrists, handsâ¯and/or fingers. The employee is occasionally required to stand and stoop, kneel, or crouch, and frequently required to perform light work that includes lifting and transporting moderately heavy objects (such as computers and peripherals) up to 10 pounds.

This role is based on a standard 40-hour onsite work week. Some travel may be required based on business needs.

Disclaimer and Acknowledgement:
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements will exclude individuals who may pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. Nothing in this job description restricts management’s right to assign or reassign duties in this job description at any time for any reason.

Miles & Stockbridge is an Equal Opportunity Employer and committed to cultivating an inclusive environment that embraces and promotes diversity, equity, and inclusion as core values of our firm.