Practice Assistant Senior Team Lead

White & Case LLP•Washington, DC

6d•$97,600 - $146,400•Onsite

About The Position

Our Office Operations team is at the heart of ensuring the smooth and efficient functioning of the Firm’s day-to-day operations. Our team manages the infrastructure, systems and services —both globally and locally—relating to our office workplaces, onsite and remote operational services, security, safety and a range of other areas. We provide PA support and manage document production, translation and travel services. Our team is responsible for our client-facing areas across the Firm, always seeking to ensure that clients and other visitors have an experience that is world-class. We also take the lead in running our day-to-day operations in the most environmentally sustainable way possible. Position Summary The Senior Team Lead takes directions from and reports to the Manager, Practice Assistant Services. The Senior Team Lead will facilitate the distribution of overflow work on the floors. The Senior Team Lead performs a wide range of secretarial, administrative tasks and legal office procedures. The Senior Team Lead position requires the ability to perform duties of a responsible and confidential nature with the ability to multi-task for several people. A professional and courteous demeanor is expected and must be always maintained, in all situations. The Senior Team Lead will be part of, and work as a team member on the practice floor. As a team member, the Senior Team Lead will work together with teammates to provide excellent quality service to all internal and external clients including his/her assigned group of attorneys, and all attorneys on the practice floor. The Senior Team Lead position requires the ability to organize and expedite workflow of lawyer/legal staff members. The Senior Team Lead will perform any other duties as required by the Firm.

Requirements

5+ years’ legal secretarial experience
working knowledge of office procedures and technology
A high school diploma is necessary.
ability to perform word processing function up to 85% of the time on any given day
ability to use the telephone
operate dictation equipment which requires the use of hands and feet
make copies, PDFs, send faxes from convenience machines
make deliveries within the office which may involve using staircases
ability to lift files and bend or stretch to file folders in low or overhead cabinets
possibly lift or package boxes up to 40 lbs.

Nice To Haves

A college degree is advantageous but not required.
Exposure to a large international law firm is beneficial but not required.
Notary Public license is beneficial but not required.
Foreign language capabilities are a plus.

Responsibilities

Conduct daily conversations (both in person and electronically) with team members to determine coverage needs, including lunch coverage, for the practice section. Make decisions based on these conversations to move PAs to assist at other desks within the practice section, as necessary.
Monitor staff punctuality, demeanor and professionalism and keep Manager informed of any concerns; participate with Manager in conducting coaching and counseling sessions, as necessary.
Participate in yearly performance review of team members, providing Manager with feedback and ratings.
Conduct mid-month review of shared calendars of the practice section to begin planning coverage for planned absences in the coming week(s).
Prepare and distribute emails to attorneys and PAs in the event of a PA’s unscheduled absence.
Prepare and distribute the morning report.
Review and approve leave requests from PAs. Capture requests in Kronos.
Meet regularly with Manager to discuss progress, concerns and ideas relating to the Practice Support Team program.
Review, approve and submit PA Overtime.
Collaborate with PA Manager with attorney assignments.
Proactively coordinates department meetings and workshops.
Conduct orientation sessions for associates who are receiving secretarial support for the first time, explaining procedures.
Distributing days to release reports to PAs for follow up.
Work with the Manager to ensure that the practice section(s) operate smoothly; keep Manager informed of any problems and discuss solutions.
Identify ways and suggest plans for process improvement; identify how staff can be more fully utilized. Prepare monthly report on coverage and staff utilization within the practice section for submission to Manager.
Performs other duties as assigned.
Provide exceptional service to attorneys, clients, visitors, and colleagues while serving as a liaison between legal staff and administrative departments.
Communicate effectively and professionally, including managing calls, messages, workload priorities, assignment status updates, and resolving issues in a timely manner.
Maintain confidentiality, exercise sound judgment, and foster positive working relationships through strong interpersonal and customer service skills.
Train, mentor, and support new Practice Assistants while contributing to a collaborative team environment and assisting with overflow and practice-specific responsibilities.
Prioritize and manage multiple assignments, organize workflow efficiently, meet deadlines, and adapt to changing priorities.
Demonstrate proficiency in firm software applications, document management systems, communication platforms, billing and expense tools, practice-specific programs, and office equipment.
Prepare, proofread, edit, transcribe, organize, and maintain accurate correspondence, documents, files, client and matter information, contacts, distribution lists, and other records in accordance with firm standards.
Identify, troubleshoot, or escalate technical issues to ensure timely resolution and uninterrupted workflow.
Coordinate travel, meetings, conference calls, office reservations, and other logistics while preparing itineraries, expense reports, client bills, diaries, and practice-related forms.
Maintain current knowledge of firm and departmental procedures, keep reference materials updated, support library-related requests, and ensure compliance with established policies and standards.
Demonstrate strong attention to detail, initiative, accountability, and a commitment to meeting or exceeding performance goals and expectations.
Must be a team player and have the ability to work in a team.
Foster good relationships with other members of the team.
Flexible and can adapt to change in workflow requests.