Human Resources Assistant

Job Summary: 

The Human Resources Assistant will be responsible for providing strong, independent administrative support to the entire HR team at Ice Miller LLP, a leading law firm known for its collaborative culture and commitment to excellence. The employee must be capable of working independently, using good judgment in a fast-paced environment with time-sensitive materials, and maintaining strict confidentiality due to the nature of the position. This role requires strong attention to detail, a curiosity to learn, and a desire to make an impact. The ideal candidate will demonstrate initiative and drive by anticipating the needs of the department and the firm and taking proactive steps to provide support.

Essential Job Duties: 

Administrative and HR Team Support

• Provide strong administrative support to the HR team, including scheduling interviews, managing calendars, submitting and reconciling invoices and expense reimbursements, making travel arrangements, and greeting candidates
• Schedule meetings and coordinate all A/V, catering, and meeting room arrangements, including virtual setups; for interviews, HR team meetings, professional development sessions, and orientation programs
• Compile agendas and take notes during weekly HR team meetings and other HR-specific meetings as assigned, and update follow-up items accordingly
• Assist with projects and survey responses as assigned
• Accurately input and manage data in multiple databases
• Learn any technologies adopted now or in the future to manage team programs, such as virtual interviewing and project/task management platforms
• Meaningfully contribute to the improvement of the team’s programs, policies, and procedures
• Provide back-up support to the HR Coordinator, Benefits Coordinator, DEIA Coordinator, and Recruiting Manager as needed

Recruiting and Interview Support

• Set up interview feedback links, send to the interview team, and ensure all feedback is submitted timely
• Process background and conflicts checks and communicate onboarding needs via the onboarding hub and other platforms
• Provide excellent customer service to internal clients, prospective candidates, new hires, and other professionals throughout the Firm in responding to questions and concerns

Onboarding and Offboarding

• Plan and coordinate new business professional orientation and onboarding, collaborating with teams across the Firm and offices
• Manage onboarding tasks, including new hire data entry, paperwork processing, I-9 verification, and E-Verify completion
• Ensure new hire gifts are purchased for all business professionals
• Ensure new hires complete firm-required training promptly and follow up as needed to ensure completion
• Assist with offboarding logistics such as scheduling exit meetings, coordinating with IT on equipment return, and sending departure notices

Engagement and Program Support

• Help organize and participate in employee engagement activities and initiatives aimed at fostering a positive workplace culture

Compliance

• Maintain and update compliance posters across all Ice Miller offices

Other Requirements:

• High school diploma required; bachelor’s degree preferred
• Prior experience in customer service is required
• Committed to professional growth and continuous learning
• Ability to adapt to change
• Exceptional attention to detail, with strong organizational and time management skills
• Strong collaboration and communication skills
• Ability to research and analyze various types of data
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong interpersonal skills, with the ability to communicate effectively with a diverse group of people
• Ability to maintain confidentiality and demonstrate a high degree of diplomacy
• Proficiency in Microsoft Outlook, Word, and Excel
• Ability to perform all essential duties

The requirements described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equipment Operated:

This position requires extensive use of a computer and telephone. This position also requires the use of printing, copying, faxing and scanning equipment.

Physical Requirements: 

While performing the duties of this job, the employee is occasionally required to sit; stand; talk; see; and hear.  

Mental Requirements:

Ability to communicate effectively, verbally and in writing, with a diverse group of people.

Work Environment:

While performing the duties of this job, the employee may be exposed to weather conditions while traveling.  The noise level in the work environment is usually moderate.

The above statements are intended to describe the general nature and level of work being performed in this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. 

Ice Miller is committed to recruiting, developing and retaining talented attorneys and professional staff from all backgrounds. To succeed, we take great pride in a culture of inclusion where everyone at Ice Miller feels respected, is treated fairly and has the opportunity to perform at the highest potential. Learn more about Ice Miller’s Diversity & Inclusion efforts on our website. 

Candidates must have permanent authorization to work in the United States. 

Ice Miller LLP is an Equal Opportunity Employer.