Practice Assistant

Nixon Peabody offers a dynamic, energizing environment that promotes success for clients and team members. We provide fast growth, connectedness, and training in both business and law, with rigorous standards ensuring you work alongside top talent.

About the role

The Practice Assistant (“PA”) provides high-level practice- and client-facing administrative support to an assigned group of partners, counsel, senior associates, professional specialists, and others on a case-by-case basis. PAs are cross-trained to support other similar groups and are part of an onsite support team requiring in-office presence to meet the firm’s business needs. The initial training period is fully onsite (5 days per week, Monday through Friday); a hybrid schedule is available after training completion.

Responsibilities

• Provide proactive and responsive administrative support, managing workload and information requests efficiently.
• Prepare documents quickly and accurately; proofread own and others’ work; suggest process improvements.
• Answer phones professionally, gather detailed message information, and perform administrative tasks in firm applications (InterAction, Workshare, Chrome River, etc.).
• Proactively manage calendars, anticipate and arrange meeting logistics (AV, catering, special needs), and inform callers of attorney availability.
• Maintain knowledge of ongoing case status, anticipate next steps, and prepare for court filings (e.g., arranging court fee checks).
• Open new matters, prepare engagement letters, and maintain up-to-date contact lists for assigned attorneys.
• Assist in tracking CLE requirements and attorney renewals for legal organizations and courts.
• Support practice development initiatives, including on-site events and monitoring attorney social media accounts.
• Maintain up-to-date desk procedures, including unique preferences of attorneys and clients.
• Coordinate copy/print jobs, review for accuracy, send faxes, manage mail/shipping, and maintain organized files.
• Foster a positive work environment, collaborate with the support team, and assist with overflow tasks.
• Support time entry and billing staff with timesheets and bills; coordinate travel arrangements and process expenses/invoices with correct coding.
• Work independently, convey a professional image, and represent the firm confidently to clients, attorneys, staff, and visitors.
• Identify training needs, pursue professional development, and share knowledge with the support team.
• Stay updated on jurisdictional rules relevant to assigned attorneys.
• Embrace new technical solutions, incorporate them into processes, and attend firm-sponsored training.
• Perform other duties as assigned.

Requirements

• 3+ years of relevant experience within a law firm setting.
• Bachelor’s Degree required (experience in lieu of a degree will be considered).
• Notary Public certification preferred.
• Excellent verbal and written communication skills.
• Strong attention to detail and ability to handle difficult situations while meeting deadlines.
• Interpersonal skills to work effectively with personnel at all levels.
• Proficient in Microsoft Office Suite (Excel, PowerPoint).
• Ability to work independently with minimal supervision.
• Demonstrated ability to handle multiple tasks concurrently.
• Willingness to learn new skills, particularly in Litigation law.
• Strong research, proofreading, and editing skills.

Pay

The anticipated annual salary range for this position in San Francisco, CA is $77,000 to $110,000. This role may also be eligible for additional contingent compensation based on factors such as work performance, geographic location, experience, education, and qualifications.

Schedule

Initial training period: 5 days per week in-office (Monday through Friday). Hybrid work schedule available after training completion.