Practice Assistant

About the role

The Practice Assistant (“PA”) provides onsite support to an assigned group typically comprised of partners, counsel, senior associates, professional specialists and others. In addition, the PA may be required to provide remote support to attorneys and timekeepers outside of the local office, as needed. PAs are cross trained to support a broad range of departments and practice groups. for a specific or indefinite period depending upon business needs. PAs are part of an onsite support team that requires a level of in-office support to meet the overall business needs of the firm.

Responsibilities

• Provide high-level practice- and client-facing administrative support for assigned timekeepers and others as requested. The Assistant is both proactive and highly responsive, effectively and efficiently managing workload as well as requests for information.
• Preparing documents quickly and accurately; proofreading own and others' work; offering suggestions for improving work and/or processes; answering phones promptly with a friendly, professional tone, gathering information sufficient to prepare helpful, timely, accurate messages; promptly performing administrative tasks in InterAction, Workshare, Emburse, and other firm applications.
• Proactively managing calendars, ensuring all details are anticipated, arranged and well-coordinated, including, among other things, all meeting logistics (AV requirements, catering, other special needs); proactively informing callers when an attorney will be available to return a call; maintaining overall knowledge of the status of ongoing cases; anticipating next steps and preparing for them in advance; proactively preparing for court filings, including arranging for court fee checks; opening new matters and preparing engagement letters; maintaining up-to-date contact list for assigned attorneys; assist in tracking CLE requirements and attorney renewals for various legal organizations and courts.
• Creating positive outcomes by executing well, following through, and being accountable; seeking challenges and embracing change; supporting practice development initiatives such as on-site events and monitoring attorney social media accounts, and handling other tasks related to managing attorneys’ client relationships; maintaining up-to-date desk procedures, including unique preferences or requirements of individual attorneys and clients.
• Preparing or coordinating services for copy and print jobs, reviewing for accuracy; sending faxes; coordinating mail/shipping needs, exercising judgment as to methods; maintaining current, well organized files, periodically reviewing and preparing files for offsite storage.
• Displaying a cooperative spirit and fostering a positive work environment; working collaboratively as part of the support team, proactively backing up other team members; ensuring accuracy and completeness of all work being produced by a team of which he/she is a part; assisting co-workers with overflow; assisting time entry and billing staff with the production of timesheets and bills; coordinating with firm’s travel services group to arrange travel plans for assigned timekeepers; processing expenses and invoices promptly and with correct coding.
• Works independently with confidence, knows when to reach for supervision; conveys a poised, positive, professional image to clients; attorneys, staff and visitors, and takes pride in representing the firm.
• Identifying his/her own training needs and actively pursuing professional development; seeks up-to-date knowledge of jurisdictional rules relevant to assigned attorneys; proactively sharing knowledge with and providing guidance to other members of the support team.
• Embraces new technical solutions and incorporates them into new and existing processes; attends firm-sponsored training to maintain required skill level of software applications.
• 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 required.
• Excellent communication skills, both verbal and written.
• Attention to detail with the ability to handle difficult situations and meet varying deadlines.
• Interpersonal skills with the ability to work with personnel at all levels.
• Strong research, proofreading and editing skills.
• Proficient in Microsoft Office Suite (i.e. Excel and Power Point).
• Ability to work independently with minimal supervision.
• Demonstrated ability to handle multiple tasks concurrently.
• Willingness to learn new skills involving Litigation law.

Qualifications

• Passion for law and legal services.
• Commitment to excellence and professionalism.
• Ability to manage multiple priorities and deadlines.
• Strong organizational and time management skills.
• Ability to work collaboratively in a team environment.
• Knowledge of legal terminology and practices.

Skills

• Administrative support skills.
• Document preparation and proofreading.
• Calendar management and scheduling.
• Client relationship management.
• Microsoft Office Suite proficiency.
• Legal research and analysis.

Benefits

Nixon Peabody offers a comprehensive benefits package, including:

• Health insurance
• Retirement savings plan
• Flexible spending accounts
• Life and disability insurance
• Employee assistance program
• Professional development opportunities

Pay

The anticipated annual salary range for this position, depending on location, is as follows:

• Rochester, NY: $63,500 to $90,750

Schedule

This role may be eligible for a standard 40-hour workweek, Monday through Friday, with occasional evening and weekend work as needed.