Job Title: Practice Team Assistant - Business Department
Job Responsibilities:
The Practice Team Assistant is tasked with providing comprehensive administrative and clerical support to the timekeepers and secretaries within the assigned practice group. Key responsibilities include:
- Opening and organizing interoffice mail for team members
- Answering timekeeper phones when necessary
- Assisting with lunch orders, car services, and other scheduling tasks as needed
- Greeting visitors, escorting them to meeting rooms, and providing amenities
- Supporting administrative needs by conducting research, preparing reports, and handling information requests
- Preparing correspondence for signature, arranging conference calls, setting up web meetings, retrieving corporate documents, and updating contact databases
- Reviewing and proofreading documents for accuracy, completeness, and grammar
- Handling confidential and sensitive information with discretion
- Scheduling, coordinating, and confirming meeting space and attendees for team meetings
- Coordinating travel arrangements as requested
- Preparing and processing expense reports and other financial documents in accordance with accounting guidelines
- Tracking travel and expense receipts for accurate accounting reconciliations
- Preparing documents to support team members with overflow work, including revisions and proofreading
- Assisting with internal procedures for preparing audit letter responses when needed
- Entering and submitting time entries for timekeepers and maintaining file copies of released time
- Creating and maintaining files, including chronological files and indexes
- Completing e-filing in the firm's document management system
- Keeping files up-to-date and organized, ensuring materials are forwarded to the Information Governance department as needed
- Completing document processing and correspondence assignments accurately within timekeepers’ timeframes
- Preparing and arranging messenger service, copy center, and facsimile requests
- Copying documents not suitable for the copy center
- Scanning documents into PDF format
- Printing large PDF documents and emails
- Burning and labeling CDs and DVDs
- Using the CRM tool to support business development, managing contact information for attorneys, and resolving conflicts within the CRM tool
- Coordinating and assisting with special projects as required
- Assisting team members and timekeepers with various administrative tasks
- Performing all other duties as assigned or required
Education and Experience Information:
Required:
- Proficiency in the Microsoft Office suite, iManage, and other firm applications after orientation
- Availability to work overtime as required
Preferred:
- Bachelor’s degree
- Previous general office experience
- Experience in a law firm or professional services industry
Competencies:
- Ability to work well under pressure
- Strong administrative and secretarial skills
- Consistent ability to meet deadlines
- Excellent verbal and written communication skills
- Professional demeanor
- Ability to handle a complex and fast-paced environment
- Excellent time management skills and the ability to prioritize and manage multiple tasks efficiently
- Initiative, diplomacy, and tact
- Good-natured and pleasant demeanor with a good sense of humor
- Ability to function well as a team member
Salary Information:
The expected hourly pay range for this position, based on a work schedule of 40 hours per week, is - , translating to an annual salary range of $58, - $70,. The final offer amount will depend on geographic location, applicable experience, and candidate skillset.
The law firm offers a competitive compensation and benefits package, committed to fair and equitable employment practices. Benefits include a full range of elective options such as medical, health savings account, dental, vision, flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults, and other parental support benefits. Additionally, employees receive firm-paid life insurance, AD&D, LTD, short-term medical benefits, 20 days of paid time off, and 10 paid holidays each year. Generous parental leave and fertility benefits are also provided. New employees will attend a detailed benefit orientation to learn more about these offerings.
