Legal Practice Assistant Finance and Disputes

Herbert Smith Freehills•New York, NY

19d•$95,000 - $110,000•Onsite

About The Position

The Legal Practice Assistant provides comprehensive administrative and operational support to legal professionals and practice teams. The role coordinates billing and revenue processes, matter administration, time-entry maintenance, calendars and travel, document production, expenses, client service, and cross-functional follow-up while maintaining accuracy, responsiveness, and confidentiality.

Requirements

Experience providing administrative support in a legal, professional service, or similarly deadline-driven environment.
Working knowledge of billing, e-billing, expense, matter-management, and document-management processes.
Proficiency with Microsoft Office applications and the ability to learn firm-specific systems.
Strong written and verbal communication, proofreading, organization, and follow-through skills.
Ability to manage multiple priorities, produce accurate work under time constraints, and exercise sound judgment with confidential information.
Service-oriented approach and ability to collaborate effectively across departments, offices, and external service providers.

Responsibilities

Prepare, review, revise, and circulate draft and final invoices; maintain matter, purchase-order, client-matter, payor, and amount information; apply approved discounts, write-offs, and disbursements; route bills for approval; and follow up with Billing and Finance.
Coordinate invoice uploads, correct identifiers, replace invoices, and resolve rejected or missing submissions.
Open and maintain matters, sub matters, linked matters, and support files; confirm client and billing requirements; update descriptions, contacts, payors, team members, access, and matter roles; and assist with conflict-clearance workflows.
Transfer time between matters, correct narratives and billing or phase codes, verify transfers, update matter details, and remove temporary language.
Schedule calls and meetings, support calendar planning, prepare and maintain itineraries, coordinate travel logistics, and assist with passport and visa documentation.
Draft routine engagement and administrative correspondence; prepare comparisons and redlines; print, copy, scan, bind, organize, and deliver agreements, advice packages, arbitration or hearing bundles, exhibit indexes, and other materials.
Save and organize documents in the document-management system using accurate document IDs and version numbering; arrange scanning and return of original materials; and resolve routine document-formatting or printing restrictions.
Prepare expense reports and reimbursements, reconcile receipts, confirm matter codes and narratives, identify attendees, address policy exceptions, register vendors, obtain approvals, and process outside-counsel invoices as disbursements.
Maintain electronic contacts, coordinate business-card requests and proofs, conduct client-service research, and support professional and business-development activities.
Arrange couriers, urgent deliveries, office supplies, and other day-to-day logistical support.
Work with Billing, Finance, Matter Management, Conflicts, Human Resources, Office Services, vendors, and other practice support professionals to track requests through completion.