Legal Practice Assistant

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Job Description:

Primary Job Functions

* Document Preparation and Management: responsible for formatting, editing, and proofreading

a wide range of legal documents, including correspondence, memoranda, pleadings, briefs,

contracts, and other legal instruments on a need basis. The Practice Assistant manages daily

workflow by determining action items and priorities. This includes ensuring that all documents

comply with firm formatting standards, and client-specific guidelines.

* Calendar: manages attorney calendars, including scheduling meetings, and other appointments.

The Practice Assistant is expected to proactively alert attorneys to potential scheduling conflicts.

* Client Communication and Coordination : serves as a primary point of contact for clients. This

includes responding to routine inquiries, and relaying messages in a timely and professional

manner. The Practice Assistant coordinates client meetings, and ensures that client

communications are handled with the highest degree of professionalism and confidentiality.

* Billing and Time Entry Support: assists attorneys with the preparation and submission of time

entries, ensuring accuracy and compliance with client billing guidelines. This includes reviewing

and editing proformas, coordinating with the billing department to resolve discrepancies, and

assisting with the preparation of expense reports and invoice submissions.

* Travel Coordination: arranges domestic and international travel for attorneys, including

booking flights, hotel accommodations, ground transportation, and conference registrations. This

function also includes preparing detailed travel itineraries and processing related expense

reimbursements.

* Matter Management and Intake: supports the new matter intake process, including conducting

conflicts checks, preparing engagement letters, and opening new client and matter files in the

firm's practice management system.

* Administrative Support: provides general administrative support, such as reconciling monthly

American Express invoices, coordinating with office services, and assisting with special projects

as assigned. The Practice Assistant provides back-up coverage for others as may be required.

* Technology and Systems Proficiency: utilizes and maintains proficiency in firm-standard

technology platforms, including document management systems, practice management software,

time and billing applications, and the Microsoft Office Suite. The Practice Assistant is expected

to learn, adapt to and master new technologies and participate in training programs as required by

the firm.

* Confidentiality and Compliance: handles all client information and firm matters with strict

confidentiality, in compliance with applicable ethical rules, data privacy regulations, and firm

policies. This includes safeguarding privileged and confidential information in all

communications and document handling.

Job Requirements:

Specific Skills, Knowledge and Abilities Required

* Tasks and responsibilities must be performed timely and accurately; attention to detail is

important.

* The environment is frequently fast paced and demanding and the Practice Assistant must be able

to proficiently manage multiple tasks, and working for multiple attorneys, at the same time.

* The Practice Assistant is expected to work to support other assistants and staff when requested.

* Professional interactions are expected and required.

* The ideal candidate will possess strong written and verbal communication skills with the ability

to clearly communicate complicated information, exceptional organizational and time

management abilities, and demonstrated proficiency in legal document preparation and

formatting.

* The candidate must be able to work independently with minimal supervision, exercise sound

judgment and discretion, and manage competing priorities under tight deadlines.

* A professional demeanor and a commitment to providing high-quality client service are essential.

Education and Experience

* A vocational or higher educational degree in any field is strongly preferred.

* Experience in a similar capacity within a law firm is strongly preferred.