Job Title: Practice Assistant - Real Estate (Hybrid)
Job Responsibilities:
- Communicate effectively and professionally with clients, lawyers, and co-workers via email, telephone, and in person. This includes answering routine questions and routing calls to the appropriate individuals, arranging conference calls, and greeting clients.
- Create, draft, format, edit, proofread, and manage documents using Word, Excel, and PowerPoint. Draft routine business correspondence, forms, and documents under the supervision of a lawyer or professional.
- Schedule domestic and foreign travel through the firm's travel system, including flights, hotels, and car rentals.
- Prepare, organize, and process reimbursements, invoices, and check requests promptly.
- Collect and prepare information for conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents. Provide guidance to lawyers to ensure forms are prepared and submitted properly.
- Learn and apply client-specific billing guidelines or restrictions to ensure compliance and cost-effective practices.
- Open, prioritize, and distribute mail (both paper and electronic); coordinate mailings, deliveries, and copying, scanning, and printing as needed.
- Enter and manage work requests from lawyers in the firm’s workflow tool and complete according to deadlines.
- Perform routine electronic and paper filing in an organized manner for easy access. This includes photocopying, scanning, compiling, and distributing documents.
- Identify and coordinate available services provided by administrative departments such as office services, IT Help Desk, document services, accounting, billing, and records.
- Perform all file maintenance, including saving documents to the document management system.
- Assist lawyers with time entry, billing, and collection, as needed.
- Operate independently to ensure completion of assignments, which may be complex in nature or require high-level production, in an accurate and timely manner.
- Produce a high volume of work assignments accurately and promptly.
- Perform clerical duties for non-legal departments as needed.
- Handle special projects and duties as assigned.
Education and Experience Information:
- A Bachelor’s degree is preferred.
- Preferred 4 to 5 years of experience supporting lawyers and paralegals with administrative or client-related tasks.
Required Skills:
- Advanced knowledge of Microsoft Office Suite and Adobe.
- Experience with document management systems and electronic signature software programs.
- Proficiency in core legal administrative assistant functions and advanced technical and communications skills.
- Ability to thrive in a fast-paced environment with the ability to coordinate multiple competing tasks and demands.
- Superb attention to detail, grammar, and punctuation, and the ability to articulate thoughts and effectively present innovative ideas and findings.
- Ability to take direction and work independently with little supervision.
- Ability to effectively work well with others and maintain effective and professional interpersonal and communication skills.
- Ability to write clearly and professionally, with excellent proofing skills.
- Strong work ethic with the ability and commitment to maintain confidentiality.
- Ability to lift and carry up to 30 pounds.
Physical Requirements:
- Ability to sit or stand for extended periods of time.
- Moderate or advanced keyboard usage.
Salary Information:
- Not specified in the text.
Benefits:
- Comprehensive medical (PPO and HDHPs), dental, and vision plans, including coverage for domestic partners.
- Life and AD&D insurance; short and long-term disability insurance.
- Tax-advantaged accounts for health care expenses, including FSAs and HSAs; FSAs for dependent care.
- Health advocacy services; behavioral health and counseling resources for all family members.
- 401(k); profit sharing; pre-tax transit and parking program.
- Backup dependent care; senior care planning support.
- Resources for individuals with developmental disabilities and their caregivers.
- Paid holidays and other paid time off, including paid leave for new parents.
Note: Benefits may vary by position and office.
