Job Title: Practice Team Assistant
Job Responsibilities:
The Practice Team Assistant (PTA) serves as a crucial administrative support role within the law firm, specifically aiding timekeepers and secretaries in the assigned practice group(s). Key responsibilities include:
- Managing interoffice mail for team members, ensuring it is opened and organized.
- Handling phone calls for timekeepers when necessary.
- Greeting visitors, escorting them to meeting rooms, and providing necessary amenities.
- Offering high-level administrative support, including conducting research, preparing reports, handling information requests, and performing clerical tasks like preparing correspondence, arranging conference calls, setting up web meetings, retrieving corporate documents, and updating contact databases.
- Reviewing documents for accuracy, completeness, grammar, and syntax.
- Handling confidential and sensitive information with discretion to earn supervisors’ trust.
- Scheduling, coordinating, and confirming meeting spaces and attendees for team meetings as requested by the Practice Group Mentor.
- Coordinating travel arrangements as needed.
- Preparing and processing expenses in ChromeRiver according to accounting guidelines, and tracking travel and expense receipts through to completion.
- Assisting with overflow work, including document revisions, edits, and proofreading.
- Entering daily time entries and maintaining file copies of released time as requested.
- Creating and maintaining files, including chronological files and indexes not stored in the Records Department, and ensuring materials are forwarded to the Records Department as necessary.
- Completing document processing and correspondence assignments accurately and within timekeepers’ timeframes.
- Coordinating with Office Services for courier and copy/mail requests and handling printing of large PDF documents and emails.
- Assisting with special projects and providing administrative support to other team members and timekeepers as required.
- Performing all other assigned or required duties.
Education and Experience Information:
The ideal candidate for the Practice Team Assistant position will report to the Director of Office Operations and should possess the following qualifications:
- Proficiency in firm applications such as Outlook, iManage, Excel, and EMS following orientation and training.
- Strong problem-solving and decision-making skills, with the ability to follow complex instructions.
- Professional, cooperative, and tactful interaction skills with clients, co-workers, and others, both in person and over the phone.
- Detail-oriented, adaptable, and punctual.
- Pleasant and professional demeanor with a clear speaking voice.
- Excellent verbal, written, organizational, computer, and interpersonal skills.
- Ability to multitask, solve problems, and handle confidential matters with diplomacy and tact.
- Capability to work in a fast-paced environment.
- Availability to work overtime as required.
- A bachelor’s degree and experience or interest in working in the legal field are preferred.
Salary Information:
The anticipated annual base salary range for the Practice Team Assistant position is $55,000 to $60,000. The actual base salary offered will depend on various factors, including the applicant's qualifications, years of relevant experience, level of education attained, certifications or other professional licenses held, and, if applicable, the location from which the applicant will perform the job.
