IP Practice Assistant- 3679074

AMS Staffing•San Francisco, CA

21d•Hybrid

About The Position

The IP Legal Practice Assistant will work directly with multiple partners and senior associates to manage lawyers' practices and complete complex administrative tasks. Those in this role are key representatives and thought partners for their supported lawyers, their practice areas, and teams. They possess and utilize knowledge of practice area-specific processes, legal terminology, and client requirements to identify and resolve issues. They work with lawyers, other timekeepers, and Firm departments to achieve continuity of client service. The hallmarks of a Senior Practice Assistant are exceptional organizational skills, sound judgment and decision-making abilities, effective multi-tasking, prioritizing, and meeting deadlines.

Requirements

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Document management system such as iManage
Document template and processing systems such as Forte, Litera Compare
Expense reimbursement and vendor invoice payment systems such as Concur, Basware
Billing applications such as Intapp Time, Paperless Proforma, Elite Enterprise, 3E
File Management Systems such as FileTrail
Portable Document Format files (PDF) editor software such as Adobe Acrobat Pro
Other business process applications such as Metastorm, DocuSign, eFax, PS Ship
Typing speed of 65 words per minute or above

Responsibilities

Creating, editing, and proofreading correspondence and practice area-specific legal documents, generating document comparison reports, document and binder assembly, mailings
Creating and editing charts and spreadsheets containing basic formulas
Creating and editing PowerPoint presentations
Responding to general client inquires, which may be billable or non-billable, and meeting client requests and expectations in a timely and consistent manner (e.g., document revisions, scanning records to PDF, applying naming conventions to file, photocopying, etc.)
Preparing and coordinating court and other legal filings (physical and ECF)
Providing trial and hearing support
Assisting with new business intake process (submitting conflict checks, drafting file opening requests, drafting engagement letters)
Maintaining an organized system for electronic files, including scanning files and running critical checks to ensure files and records are saved properly to the Firm’s document management system
Maintaining an organized system for physical files including intake, retention, retrieval, and transfer of records
Coordinating, entering, and editing daily time recording for timekeepers
Preparing monthly client invoices (including reviewing bill narratives and making edits, critical attention to pertinent details such as billing rates, client billing requirements, applicable discounts, etc., forwarding to and following-up with reviewers, submission, status tracking, and transmittal to clients)
Understanding and drafting alternative fee arrangements
Working with lawyers to produce client and matter budgets, track payments received and status of collections, assisting with collection efforts
Preparing and submitting expense reimbursement reports
Coding and submitting vendor invoices for payment
Utilizing other Firm resources, such as internal library, Internet, etc. to perform research
Assisting with administrative support such as Continuing Legal Education tracking, attorney licensing renewals, etc.
Coordinating arrangements, logistics and obtaining required approvals for domestic and international travel utilizing the Firm’s travel provider
Answering and placing telephone calls, maintaining timekeeper calendars and client contact lists, scheduling meetings and coordinating logistic
Assisting with training and providing orientation for new and/or less experienced staff members
Assisting other Practice Assistants and Senior Practice Assistants with overflow work, providing back-up legal and/or reception support, providing support at client services functions and events
Providing occasional marketing and business development support
Performing other relevant administrative duties as directed by manager, lawyers, practice area leaders, coordinators or department heads to assist with practice development initiatives and project work