Practice Assistant - Litigation

About the role

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success. General Description Practice Assistants provide high-quality administrative support to a group of lawyers and professionals in a team environment, effectively and efficiently meeting Firm/client needs.

Responsibilities

• Communicate effectively and professionally with clients, lawyers, and co-workers via email, by telephone, and in person; answer telephone, providing responses to routine questions from clients and staff members, and/or route calls to appropriate lawyer or staff member; arrange conference calls and greet clients.
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of an appropriate lawyer/professional.
• Schedule domestic and foreign travel through Firm travel system, including flights, hotels, and/or car rentals.
• Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner.
• Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents; provide guidance to lawyers to ensure completed forms are prepared and submitted properly.
• Learn client-specific billing guidelines or restrictions and consistently apply them to client invoices to ensure compliance and cost-effective practices.
• Open, prioritize, and distribute mail (both paper and electronic), coordinate mailings, deliveries, copying, scanning, and printing, when appropriate.
• Enter and manage work requests from lawyers in the Firm’s workflow tool and complete according to provided deadline(s).
• Perform routine electronic and paper filing in an organized manner for easy access; photocopy, scan, compile, and distribute documents; identify and coordinate available services provided by administrative departments, including office services, the IT Help Desk, document services, accounting, billing, and records.
• Perform all file maintenance, including saving documents to the document management system.
• Assist lawyers with time entry, billing, and collection, as needed.
• Operate independently to ensure completion of assignments, which may be complex in nature or require high-level production, in an accurate and timely manner.
• Produce a high volume of work assignments in an accurate and timely manner.
• Perform clerical duties for non-legal departments, as needed.
• Special projects and duties as assigned.

Skills

• Advanced knowledge of Microsoft Office Suite and Adobe.
• Experience with document management systems.
• Experience with electronic signature software programs.
• Proficiency in core legal administrative assistant functions and advanced technical and communications skills.
• Ability to thrive in a fast-paced environment with demonstrated ability to coordinate multiple competing tasks and demands.
• Superb attention to detail, grammar, and punctuation, and the ability to articulate thoughts and effectively present innovative ideas and findings.
• Ability to take direction and work independently with little supervision.
• Ability to effectively work well with others.
• Effective and professional interpersonal and communication skills.
• Ability to write clearly and professionally, with excellent proofing skills.
• Strong work ethic with ability and commitment to maintain confidentiality.

Qualifications

Bachelor's degree; 4 – 5 years of experience supporting lawyers and paralegals with administrative or client-related tasks preferred.

Benefits

• comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners;
• life and AD&D insurance;
• short and long term disability insurance;
• tax-advantaged accounts for health care expenses, including FSAs and HSAs;
• FSAs for dependent care;
• health advocacy services;
• behavioral health and counseling resources for all family members;
• 401(k);
• profit sharing;
• backup dependent care;
• senior care planning support;
• resources for individuals with development disabilities and their caregivers;
• paid holidays and other paid time off, including paid leave for new parents.