Legal Practice Assistant

FBT Gibbons LLP•West Chester Township, OH

About The Position

FBT Gibbons LLP is a national law firm serving companies operating and investing in the middle market, with nearly 1,500 employees across 26 offices. The Legal Practice Assistant supports attorneys and other timekeepers with complex, specialized legal duties requiring knowledge of legal terminology and processes. The role belongs to both an Assigned Team and the Client Support Team (CST) Shared Team, providing dedicated support to an assigned partner and comprehensive support to non-partners and other timekeepers across the firm. The assistant coordinates closely with team members to provide efficient, high-quality service. The ideal candidate is proactive, detail-oriented, client-service driven, organized, and an excellent communicator. They must be able to support attorneys in a fast-paced legal environment, manage multiple priorities, and handle confidential information with discretion and professionalism.

Requirements

High school diploma or equivalent.
At least 2 years of legal practice assistant experience.
Prior litigation experience.
High proficiency in Microsoft Office software programs.
Ability to learn and apply practice-group or firm-specific software, including the CST workflow application, at a proficient level.
Ability to work independently and collaboratively within a team structure.
Ability to follow written, oral, or diagrammatic instructions and address problems involving several concrete variables in standardized situations.
Ability to cooperate, work, and communicate effectively and professionally with firm clients and personnel at all levels by telephone, email, and in person.
Ability to organize and prioritize numerous tasks and complete them under time constraints.
Ability to work in a fast-paced environment and shift attention between work areas quickly and effectively.
Ability to handle confidential information.
Must be authorized to work in the United States without current or future employer sponsorship.

Responsibilities

Understand the specific needs and business of the practice areas.
Manage business intake, run adversary searches, draft screening memos and engagement letters, and open new files.
Prepare, revise, format, and proofread legal documents and correspondence, then save documents in final form.
Prepare documents and applicable fees for electronic filings and e-file documents with federal and state courts and other agencies as instructed.
Maintain and manage timekeeper calendars, including court docket deadlines, conferences, teleconferences, depositions, and other meetings.
Assist with projects, overflow work, administrative work, and other duties supporting attorneys, peers, and colleagues throughout the firm.
Process and distribute mail, prepare audit letter responses, complete expense reports, prepare check requests, and review client billing statements as requested.
Use the CST workflow application to enter and manage support requests and communicate proactively with attorneys or other timekeepers from task start to completion.
Navigate the CST workflow application proficiently, prioritize tasks, and complete them efficiently.
Monitor the task queue after completing assignments to identify and take on new tasks promptly and minimize delays.
Evaluate task urgency and workload capacity, offer availability when appropriate, accept assignments aligned with current expertise, and participate in training to expand capabilities.
Provide support with a positive and collaborative approach.
Serve as a resource to teammates and demonstrate willingness to mentor and share knowledge.