Practice Assistant - Litigation

About the role

The Practice Assistant (“PA”) provides support to an assigned group typically comprised of partners, counsel, senior associates, professional specialists and others on a case-by-case basis. Successful PA candidates are adept at providing legal secretarial support to fast-paced litigation teams and possess e-filing experience with California State and Federal courts. PAs are cross trained to support other similar groups as well as his/her assigned group.

Responsibilities

• Provide high-level practice- and client-facing administrative support for assigned timekeepers and others as requested.
  • 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, Chrome River 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.
• Identifies his/her own training needs and actively pursues professional development; seeks up-to-date knowledge of jurisdictional rules relevant to assigned attorneys; proactively shares knowledge with and provides 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

• Minimum 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 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

• Experience in e-filing with California State and Federal courts.
• Knowledge of InterAction, Workshare, Chrome River and other firm applications.
• Experience with court filing and engagement letter preparation.
• Experience with calendar management and meeting coordination.
• Experience with document preparation and proofreading.
• Experience with copy and print job coordination.
• Experience with travel planning and expense processing.
• Experience with time entry and bill production.
• Experience with social media monitoring and attorney relationship management.

Skills

• Legal secretarial support
• E-filing
• Calendar management
• Document preparation
• Copy and print job coordination
• Travel planning
• Expense processing
• Time entry and bill production
• Social media monitoring
• Attorney relationship management

Benefits

Nixon Peabody offers a comprehensive benefits package including health insurance, retirement savings plan, paid time off, and more. The firm also provides opportunities for professional development and advancement within the organization.

Pay

The anticipated annual salary range for this position, depending on location, is as follows: San Francisco, CA : $77,000 to $110,000.

Schedule

A hybrid work schedule is available once training is complete. The initial training period requires an onsite schedule, 5 days in office, Monday through Friday.