Practice Assistant - Corporate & Private Wealth Services

Holland & Knight LLP•New York, NY

22h•Onsite

About The Position

Holland & Knight is a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success. This position is based in our New York office. We are seeking a Practice Assistant - Corporate & Private Wealth Services to join our team. Practice Assistants provide high-quality administrative support to a group of lawyers and professionals in a team environment, effectively and efficiently meeting Firm/client needs. Holland & Knight has been advising clients for more than 130 years and has approximately 2,200 lawyers across the U.S. and in five international offices, servicing clients globally. Known for its extraordinary legal service, culture of excellence, and commitment to the communities in which it works, the firm employs more than 1,700 business professionals in various areas including technology innovation, pricing, business development, finance, talent acquisition, marketing, information governance, cybersecurity, information technology, talent development, compliance, office administration, communications, and project management. Additionally, the firm employs many paralegals and practice assistants who directly support lawyers and clients, forming the infrastructure that allows lawyers to focus on providing exceptional client service.

Requirements

Advanced knowledge of Microsoft Office Suite and Adobe.
Experience with document management systems.
Experience with electronic signature software programs.
Proficiency in core legal administrative assistant functions and advanced technical and communications skills.
Ability to thrive in a fast-paced environment with demonstrated ability to coordinate multiple competing tasks and demands.
Superb attention to detail, grammar, and punctuation, and the ability to articulate thoughts and effectively present innovative ideas and findings.
Ability to take direction and work independently with little supervision.
Ability to effectively work well with others.
Effective and professional interpersonal and communication skills.
Ability to write clearly and professionally, with excellent proofing skills.
Strong work ethic with ability and commitment to maintain confidentiality.
Bachelor's degree
4 – 5 years of experience supporting lawyers and paralegals with administrative or client-related tasks preferred.

Nice To Haves

Knowledge of administrative or client-related tasks in trusts, estates, and probate litigation.
Knowledge of estate planning document signing process, procedures and preparing documents for execution.
Knowledge of state court civil, probate and family filing procedures.
Collaborate with team to conduct research and analyze documents to prepare for proper filing of documents with regulatory authorities (CSC).

Responsibilities

Communicate effectively and professionally with clients, lawyers, and co-workers via email, by telephone, and in person; answer telephone, providing responses to routine questions from clients and staff members, and/or route calls to appropriate lawyer or staff member; arrange conference calls and greet clients.
Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of an appropriate lawyer/professional.
Schedule domestic and foreign travel through Firm travel system, including flights, hotels, and/or car rentals.
Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner.
Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents; provide guidance to lawyers to ensure completed forms are prepared and submitted properly.
Learn client-specific billing guidelines or restrictions and consistently apply them to client invoices to ensure compliance and cost-effective practices.
Open, prioritize, and distribute mail (both paper and electronic), coordinate mailings, deliveries, copying, scanning, and printing, when appropriate.
Enter and manage work requests from lawyers in the Firm’s workflow tool and complete according to provided deadline(s).
Perform routine electronic and paper filing in an organized manner for easy access; photocopy, scan, compile, and distribute documents; identify and coordinate available services provided by administrative departments, including office services, the IT Help Desk, document services, accounting, billing, and records.
Perform all file maintenance, including saving documents to the document management system.
Assist lawyers with time entry, billing, and collection, as needed.
Operate independently to ensure completion of assignments, which may be complex in nature or require high-level production, in an accurate and timely manner.
Produce a high volume of work assignments in an accurate and timely manner.
Perform clerical duties for non-legal departments, as needed.
Special projects and duties as assigned.