Job Title: Practice Assistant
Job Responsibilities:
- Preparing Documents: Utilize word processing and document management software to prepare and process correspondence, memoranda, and complex legal documents as per practice group requirements. Independently compose and draft routine cover letters and documents. Proofread documents for formatting, spelling, and grammar. Prepare revisions and redline documents as directed. Prepare documents for e-filing as required.
- Processes Mail: Review and route incoming mail and fax communications. Prepare and process outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensure all attachments, exhibits, and enclosures are included.
- Maintains Calendar: Maintain and update the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
- Maintains Files: Maintain paper and electronic files in compliance with internal policies. Perform routine filing and retrieve files as needed. Maintain chronological files and administrative files for assigned attorneys.
- Timekeeping: Prepare time entries for assigned attorneys and submit them in a timely manner. Prepare expense reimbursement and disbursement requests. Prepare billing letters and coordinate client billing matters with the Billing Department.
- General Administrative Support: Prepare and process new matter documents. Receive and screen phone calls, taking messages as required. Receive and direct clients and visitors. Coordinate travel arrangements, prepare itineraries, and prepare travel expense reports. Schedule meetings and arrange for conference rooms and meals. Communicate effectively and professionally with clients and others in the law firm. Anticipate the business needs of the assigned attorneys, plan ahead, and meet deadlines.
- Additional Responsibilities: Provide back-up out-of-office assistance to the Office Administrator. Provide administrative support during complex client meetings, including taking notes and ensuring smooth meeting transitions. Assist with training and mentoring new office staff. Pilot new software. Travel to support the opening of new offices. Oversee workflow coordination in larger offices.
- Special Projects: Participate in special projects such as breakfast briefings and seminars.
Education and Experience Information:
- A minimum of 2 years of experience as a practice assistant or legal secretary.
- Knowledge of legal terminology, legal documents, and legal processes.
- Accurate typing skills with a minimum speed of 70 words per minute.
- Strong computer proficiency in MS Office, document management, time entry, e-filing, and database software.
- Excellent communication skills, both written and verbal.
- Understanding of correct grammar, spelling, and punctuation.
- Strong proofreading skills.
- Superior organizational skills including filing, calendaring, and proofreading.
- Time management skills and the ability to work independently as well as with a team.
- Regular predictable attendance.
- Must possess leadership qualities.
Salary Information:
The text does not provide specific salary information. However, the law firm offers a comprehensive benefits package including Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account/Flexible Spending Accounts, Tuition Reimbursement, and an Employee Assistance Program.
Equal Opportunity Employer: The law firm is committed to diversity within the legal profession and all workplace environments.
