Practice Assistant

Our Minneapolis, MN office is looking for a Practice Assistant to join our growing firm. Under general supervision, this role supports the delivery of quality legal services by providing secretarial and administrative assistance to attorneys, performing complex and specialized tasks, and working collaboratively in a team-oriented environment. This position supports multiple attorneys as primary assignments and may also provide back-up secretarial assistance to other attorneys or receptionist duties as needed.

Responsibilities

• Preparing Documents: Use word processing and document management software to prepare and process correspondence, memoranda, and complex legal documents according to practice group requirements. Independently compose and draft routine cover letters and documents. Proofread and check for appropriate formatting, spelling, and grammar. Prepare revisions and redline documents as directed. Prepare documents for e-filing.
• Process Mail: Review and route incoming mail and fax communications. Prepare and process outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensure all attachments, exhibits, and enclosures are included.
• Maintain Calendar: Update and manage calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
• Maintain Files: Organize and maintain paper and electronic files in compliance with internal policies. Perform routine filing and retrieve files as needed. Maintain chronological and administrative files for assigned attorneys.
• Timekeeping: Prepare time entries for assigned attorneys and submit them in a timely manner. Prepare expense reimbursement and disbursement requests. Prepare billing letters and coordinate client billing matters with the Billing Department.
• General Administrative Support:
  • Prepare and process new matter documents.
  • Receive and screen phone calls, taking messages as required.
  • Receive and direct clients and visitors.
  • Coordinate travel arrangements, prepare itineraries, and process travel expense reports.
  • Schedule meetings, arrange conference rooms, and organize meals.
  • Communicate effectively and professionally with clients and firm personnel.
  • Proactively anticipate the business needs of assigned attorneys, plan ahead, and meet deadlines.
• Provide additional administrative support as needed, including mentoring new office staff and assisting with piloting new software.

Requirements

• 4+ years of experience as a practice assistant or legal secretary.
• Knowledge of legal terminology, legal documents, and legal processes.
• Accurate typing speed of at least 70 words per minute.
• Strong computer proficiency in MS Office, document management, time entry, e-filing, and database software.
• Excellent written and verbal communication skills.
• Strong understanding of grammar, spelling, and punctuation.
• Superior organizational skills, including filing, calendaring, and proofreading.
• Effective time management skills and ability to work independently as well as in a team.
• Regular and predictable attendance.

Pay

The expected salary range for this Minnesota position is between $46,907 and $88,481. Actual pay will be adjusted based on experience, geographic location, and other job-related factors as permitted by law.

Benefits

• Paid Time Off and Paid Sick Leave.
• 401(k) matching program and Profit Sharing.
• Paid Holidays and Paid Parental Leave.
• Affordable Health and Life Insurance, including Dental & Vision coverage.
• Health Savings Account and Flexible Spending Accounts to offset dependent care and/or health care expenses.
• Tuition Reimbursement.
• Employee Assistance Program.