Legal Practice Assistant

FBT Gibbons LLP•West Chester, OH

23h

About The Position

FBT Gibbons LLP is seeking a Legal Practice Assistant to support attorneys and other timekeepers with complex and specialized legal duties requiring a strong understanding of legal terminology and processes. The role is part of 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 Legal Practice Assistant works closely with teammates to provide efficient, high-quality service. The ideal candidate is proactive, detail-oriented, client-service driven, highly organized, and an excellent communicator, with the ability to manage multiple priorities discreetly and professionally in a fast-paced legal environment. FBT Gibbons is a national law firm serving companies operating and investing in the middle market. It has nearly 1,500 employees across 26 offices and supports clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. The firm states that diversity enriches its culture and supports equal employment opportunity. Applicants must be authorized to work in the United States without current or future employer sponsorship; the firm does not provide visa sponsorship for this position.

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 proficiently use practice-group or firm-specific software, including the CST workflow application.
Ability to work independently and collaboratively within a team structure.
Ability to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with 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 quickly and effectively between areas of work.
Ability to handle confidential information.
Authorization 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, and format legal documents and correspondence using various software applications and according to instructions.
Proofread documents and correspondence for content, spelling, grammar, language usage, and punctuation, and save documents in final form.
Prepare documents and applicable fees for electronic filings as needed and according to instructions.
E-file documents with federal and state courts and other agencies.
Maintain and manage timekeeper calendars, including court docket deadlines, conferences, teleconferences, depositions, and other meetings as requested.
Assist with projects, overflow work, administrative work, and other duties to support attorneys, peers, and colleagues across 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, communicating proactively with attorneys or other timekeepers from task start to completion.
Navigate the CST workflow application proficiently and prioritize and complete tasks efficiently.
Monitor the task queue after completing assignments to identify and take on new tasks in a timely manner and minimize delays.
Evaluate task urgency and workload capacity, offer availability when appropriate, accept assignments aligned with current expertise, and identify and participate in training opportunities to expand capabilities.
Support timekeepers and the team with projects, overflow work, administrative work, and other duties using a positive, collaborative approach.
Serve as a resource to teammates and demonstrate willingness to mentor and share knowledge.