Practice Coordinator, IP - Boston

About the role

The Assistant position supports a dynamic team of lawyers by managing calendars, preparing documents, coordinating workflows, and serving as a reliable point of contact. The Associate Director, Business Development Programs and Coaching role leads the development and evolution of the firm's business development coaching and training platform.

Responsibilities

• Supports attorneys in managing calendars, preparing and perfecting legal documents, and coordinating workflows.
• Ensures high-quality and confidential work by prioritizing requests, communicating clearly, and maintaining impeccable quality.
• Manages and maintains calendars by scheduling appointments, coordinating meetings, conferences, and travel.
• Serves as a professional, discreet point of contact for internal and external stakeholders.
• Prepares, edits, redlines, and proofreads legal documents and correspondence with high accuracy.
• Organizes documents and maintains version control within the document management system.
• Supports new client/matter intake, conflicts checks, and engagement letters; coordinates with Billing on matter setup and closeout.
• Affords assistance with time entry, prebills, edits, billing deadlines, and expense processing.
• Maintains CLE credit monitoring and reporting in partnership with Attorney Development.
• Initiates conflicts processes, drafts and routes engagement letters, submits intake documentation, follows up on signatures/retainers, and saves executed letters to the DMS.
• Ensures proper organization and compliance with the Firm’s Information Governance Policy in client DMS workspaces.
• Contributes to process improvements by developing checklists, templates, and playbooks to enhance team efficiency.
• Handles sensitive client communications with discretion and professionalism, coordinates with families and advisors.
• Retrieves, reviews, and saves pleadings, court documents, and discovery materials to the appropriate DMS workspace.
• Monitors litigation deadlines and assists with drafting motions, responses, and other pleadings under attorney direction.
• Conducts research on cases, rules, and statutes, including contacting court personnel to ensure compliance with judge‑and court‑specific requirements.
• Formats, finalizes, files, and serves court documents while adhering to all applicable rules.
• Drafts notices of deposition, subpoenas, and written discovery (RFPs, RFAs, interrogatories); serves parties; and arranges process service and court reporters.
• Assists attorneys with CLE credit monitoring and reporting in partnership with Attorney Development.
• Ensures all client DMS workspaces are properly organized and that version control and document integrity comply with the Firm’s Information Governance Policy.
• Advise attorneys on Outlook folder/DMS link usage and monitor compliance with email retention policies.
• Track critical dates and deliverables; escalate risks promptly and maintain team alignment on priorities.
• Facilitate timely daily time entry; assist with prebills, edits, billing deadlines, and expense processing (Chrome River or similar).
• Assist attorneys with CLE credit monitoring and reporting in partnership with Attorney Development.
• Ensure all client DMS workspaces are properly organized and that version control and document integrity comply with the Firm’s Information Governance Policy.
• Advise attorneys on Outlook folder/DMS link usage and monitor compliance with email retention policies.
• Track critical dates and deliverables; escalate risks promptly and maintain team alignment on priorities.
• Retrieve, review, and save pleadings, court documents, and discovery materials to the appropriate DMS workspace.
• Monitor litigation deadlines and assist with drafting motions, responses, and other pleadings under attorney direction.
• Conduct research on cases, rules, and statutes, including contacting court personnel to ensure compliance with judge‑and court‑specific requirements.
• Format, finalize, file, and serve court documents while adhering to all applicable rules.
• Prepare and organize documents, exhibits, and materials for filings, hearings, depositions, and trials in state and federal matters.
• Contribute to process improvements by developing checklists, templates, and playbooks to enhance team efficiency.
• Handle sensitive client communications with discretion and professionalism, coordinate with families and advisors.
• Log and update all daily tasks, and activities accurately in MyDay by each end of day.

Qualifications

• Bachelor’s degree and relevant professional experience required.
• 5+ years of legal or professional services administrative experience (legal or practice-specific exposure a plus).
• Advanced MS Word (styles, numbering, cross-references), Outlook, Excel, and PDF tools (combine, bookmark, redact).
• Knowledge of legal terminology, civil procedures, and discovery is required, as well as experience filing documents with courts and other agencies.
• Familiarity with iManage, InTapp, Dayforce, Chrome River, Billstream (or willingness to learn with training).

Physical Demands

This position is bonus eligible. Mintz offers a comprehensive benefits package.