Practice Support Administrative Assistant

About the role

The Practice Support Administrative Assistant provides administrative support to the Associate Director, Manager, and Practice Support Services department. This role is responsible for a variety of tasks including fielding telephone calls, monitoring and coordinating attendance updates, managing general inquiries, creating and revising spreadsheets, correspondence, and presentations, processing expense reports, scheduling meetings, assisting with special events, and supporting various projects as assigned.

Responsibilities

• Maintain practice assistant attendance and overtime through PeopleSoft Time & Absence.
• Monitor, coordinate, and maintain secretarial review materials and related resources.
• Continuously monitor department telephones and inboxes.
• Coordinate and schedule meetings and appointments and maintain department calendars.
• Provide administrative support to the department and senior leaders.
• Assign practice assistants to visiting attorneys and distribute confirmation communications.
• Manage shared calendars and maintain Practice Assistant SharePoint resources.
• Oversee AccuRoute tracking, communications, assignments, and meetings.
• Support onboarding and training of newly hired practice assistants, including preparation of training materials.
• Assist with department documentation updates and special projects as needed.
• Use Firm software, including Microsoft Office (Excel and PowerPoint), Document Management Systems, Visio, and other technology tools to prepare, revise, format, and finalize correspondence, memoranda, spreadsheets, presentations, department maps, and assignment lists.
• Proofread and review work product for accuracy and consistency.
• Maintain familiarity with PeopleSoft Timekeeping and Chrome River systems.
• File management, including establishing and maintaining paper and electronic files in accordance with Firm policies and procedures, and utilizing the Firm's Document Management System to organize and maintain records.

Technical Support

• Use Firm software, including Microsoft Office (Excel and PowerPoint), Document Management Systems, Visio, and other technology tools to prepare, revise, format, and finalize correspondence, memoranda, spreadsheets, presentations, department maps, and assignment lists.
• Proofread and review work product for accuracy and consistency.
• Maintain familiarity with PeopleSoft Timekeeping and Chrome River systems.

Client Service & Collaboration

• Provide assistance to Operations team members and Practice Assistants as needed to support Firm and client needs.
• Prioritize and organize workload to meet department objectives.
• Foster professional, cooperative, and supportive relationships with colleagues and stakeholders.
• Share information, ideas, and solutions in a collaborative team environment.

Qualifications

• A high school diploma is required, while an associate degree is preferred.
• At least 5 years of recent administrative experience are required.
• Proficiency with Microsoft Office, including Excel and PowerPoint, is required.
• Familiarity with PeopleSoft and Chrome River is preferred.
• A minimum typing speed of 45+ words per minute is required.
• The ability to work core business hours of 9:00 a.m. to 5:00 p.m. with flexibility for overtime as needed is required.