Job Details

Practice Assistant - M&A

Company name

Organization Type

Law Firm

Job Type

Legal Staff

Date Last Verified

Oct 12, 2020

Valid Through

Jan 25, 2021

Posted on

Sep 10, 2020

Years of Experience

Min 3 yrs required

Location

Palo Alto, CA, United States

Employment Type

Full-time

Industry

Legal
Practice Area
Corporate >> Corporate - M&A
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Profile

Practice Assistant - M&A
Duties: Provide excellent internal and external customer service to attorneys, clients and visitors. Serve as a liaison between administrative departments and lawyer/legal staff in the Firm. Answer, screen, and place calls in a professional manner. Take accurate messages and promptly inform attorneys of the messages taken. Communicate clearly and accurately any issues with workload to the assigned attorneys on a timely basis. Interpret instructions to produce quality documents and keep legal staff apprised of the status of their work and any problems encountered with systems or programs. Prioritize, manage multiple assignments and communicate the status of assignments in a timely manner. Meet and greet clients in a professional manner. Show discretion and keep information confidential when necessary. Work in a teamed environment and provide secretarial support to multiple lawyers/legal staff on the team including assisting with handling overflow work and practice specific responsibilities. Remain flexible and move to another workstation to provide secretarial support when necessary. Must be a team player and have the ability to work in a Team. Foster good relationships with other members of the Team. Flexible and can adapt to change in workflow requests. Demonstrate proficiency in the use of the Firm’s software programs including but not limited to Word, Excel, PowerPoint, Outlook, iManage, Delta View, Softwise, LegalKey, DTE Axiom, NBI, Chrome River, PS Ship, Rendezvous, Interaction, Cisco Telephone System, Intranet Navigation, practice related software and the use of office equipment such as PDF Scanners, copiers, and fax machines. Identify, solve, or report technical problems for rapid resolution. Draft grammatically correct routine letters, memos, reports, e-mails, faxes etc., in proper White & Case style and format. Proofread and edit correspondence to correct grammar, spelling and punctuation. Print and file correspondence. Produce and transcribe accurate dictation. Create, organize and maintain hard copy and electronic files. Draft and submit diaries. Maintain client and matter lists. Create and maintain Outlook contacts and e-mail distribution lists. Assist with petty cash transactions. Plan and organize workflow to comply with established time constraints in order to meet deadlines. Carry out projects assigned effectively and on a timely basis. Work in an organized and efficient manner. Use good judgment at all times; ask follow up questions if instructions are unclear. Show excellent attention to detail and be familiar with the resources available. Have a thorough knowledge of department and Firm procedures and uphold all rules and procedures. Keep Desk Reference information up to date and keep it easily accessible for use by Practice Assistants. Make travel arrangements (including transportation, lodging and meals), and prepare business itineraries. Contact Concierge service for conference room and additional needs of meetings, set up conference calls, when needed. Arrange overtime coverage with Word Processing Center for lawyer/legal staff. Prepare American Express Bills for reimbursement. Prepare Client Bills for Partners. Prepare forms for practice specific needs. Update legal handbooks & CCH’s, etc. Participate in yearly goal setting with Managers. Meet or exceed yearly goals, seeking managerial guidance and support, if necessary, in order to do so. Assist with obtaining and returning items to library.

Qualification and Experience

Qualifications: Secretarial/office experience and/or a diploma from an accredited secretarial program/school, and a general knowledge of office procedures and technology will be considered. A high school diploma is required. A college degree is preferred. Exposure to a large international law firm is beneficial. Notary Public license is beneficial. 3+ year’s legal secretarial experience and a working knowledge of office procedures and technology. Foreign language capabilities are a plus. Foreign language capabilities may be asked to translate documents and conversations.

Additional info

Ref. 200000OA

Company info

Hiring Coordinator
White & Case LLP
5 Palo Alto Square, 9th Floor
Suite 3000
Palo Alto, CA 94306

Review:

" Law Firm Offering Experience"

Current Employee - Reviewed on December 16, 2017

There needs to be training of management to better communicate within the department to make sure everyone is communicating collectively. The environment which staff and employees have created should be something that should be maintained.

Pros : A law firm in which the environment offers the opportunity gain experience. The space at the law firm is pleasant and is composed of hard working staff and employees.
Cons : The law firm falls short because of the lack of respect for employees and staff privacy. There seems to be a lack of communication in the law firm.
Current or former employee? : Current Employee

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