Job Title: Practice Coordinator (Legal Administrative Assistant)
Job Responsibilities:
- Assist attorneys in preparing for client meetings, deal closings, hearings, trials, depositions, and other client-related project support.
- Coordinate and manage calendars, matter-related deadlines, and travel schedules; provide summaries and reports as needed, along with clear and timely communication to all impacted by changing schedules.
- Coordinate and plan meetings and events, working closely with the law firm’s concierge resources on logistics and execution.
- Collect and submit information required to open new matters and run conflicts; draft engagement letters and communicate client-specific requirements regarding billing and matter management.
- Interact and follow-up with clients, outside counsel, and others as needed.
- Prepare Audit Letter Requests (ALQ) and draft audit responses to clients' auditors.
- Arrange travel through the law firm’s travel company.
- Track and process expense reimbursements and vendor invoices.
- Enter attorney billable time.
- Create, format, and revise documents, correspondence, and other materials using firm software.
- Maintain and update contact lists, create labels, and coordinate mailings as directed.
- Assist attorneys with law firm-related responsibilities and leadership roles.
- Review and edit pre-bills for submission to the billing department and research/identify outstanding invoices and payments when needed.
- Track work in progress and accounts receivable.
- Coordinate with Biller to finalize bills.
Education and Experience Information:
- High School Diploma or GED Equivalent required; Bachelor's degree preferred.
- Two or more years of administrative support experience required, with law firm or professional service experience preferred.
- This is currently a hybrid role with an in-office expectation of 3 days per week. Candidates must live within a commutable distance to the firm office.
Competencies:
- Proficiency in MS Office (Word, Excel, PowerPoint), Outlook, Adobe software, and virtual meeting software (., MS Teams).
- Strong document formatting and data entry skills.
- Excellent organizational skills, including calendar management, record keeping, data collection, and system information.
- Analytical and technical skills with an aptitude for detail and ability to perform essential administrative functions using firm software.
- Strong time management skills with the ability to manage multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment.
- Ability to maintain strict confidentiality regarding external client and internal firm matters.
- Willingness to learn and embrace new skills and best practices as the position evolves and firm needs change.
- Excellent interpersonal, verbal, and written communication skills.
- Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, staff, clients, court personnel, and vendors.
- Solution-oriented communication with excellent problem-solving and collaboration skills.
- Ability to develop relationships and foster teamwork at all levels of the firm.
- Flexibility to work extended hours as needed, often with minimal notice.
Salary Information:
- For Washington, DC-based applicants, the target annual salary range for this role is $77,000 - $112,000 based on a regular, full-time schedule.
- Compensation is determined by several factors, including experience, qualifications, market data, and internal equity.
- Total compensation includes a comprehensive healthcare benefits package, yearly retirement contribution, and may include an annual discretionary merit bonus.
