Practice Assistant Senior Team Lead

White & Case LLP•Washington, DC

12d•$97,600 - $146,400•Onsite

About The Position

The Senior Team Lead works as part of the practice-floor team, providing secretarial and administrative support to attorneys and other legal staff while helping organize and expedite workflow. The role handles confidential work, manages multiple priorities, supports assigned attorneys and other attorneys on the practice floor, and maintains a professional and courteous demeanor. It also facilitates the distribution of overflow work and helps ensure that the practice section operates smoothly. The Senior Team Lead coordinates coverage and staffing, supports and mentors Practice Assistants, and works with the Manager, Practice Assistant Services on staff performance, assignments, leave, overtime, and process improvements. The position is based in White & Case’s Washington, DC Office and reports to the Manager, Practice Assistant Services.

Requirements

At least 5 years of legal secretarial experience.
Working knowledge of office procedures and technology.
High school diploma.
Ability to handle confidential work, exercise sound judgment, and maintain professionalism.
Strong communication, interpersonal, and customer service skills.
Ability to prioritize and manage multiple assignments, organize workflow, meet deadlines, and adapt to changing requests.
Proficiency with firm software applications, document management systems, communication platforms, billing and expense tools, practice-specific programs, and office equipment.
Ability to perform word processing for up to 85% of a given workday.
Ability to use a telephone and operate dictation equipment using hands and feet.
Ability to make copies and PDFs, send faxes using convenience machines, and make deliveries within the office, including using staircases.
Ability to lift files, bend or stretch to reach filing cabinets, and possibly lift or package boxes weighing up to 40 pounds.
Ability to work effectively as a team member and foster positive relationships with colleagues.

Nice To Haves

College degree.
Experience or exposure to a large international law firm.
Notary Public license.
Foreign language capabilities.

Responsibilities

Coordinate daily team conversations to assess practice-section coverage needs, including lunch coverage, and reassign Practice Assistants to desks as needed.
Monitor staff punctuality, demeanor, and professionalism; keep the Manager informed of concerns and participate in coaching and counseling sessions.
Provide feedback and ratings for yearly team-member performance reviews.
Review shared calendars mid-month and plan coverage for upcoming absences.
Prepare and distribute notices about unscheduled absences and the morning report.
Review and approve Practice Assistant leave requests and record them in Kronos.
Review, approve, and submit Practice Assistant overtime.
Meet regularly with the Manager to discuss the Practice Support Team program, progress, concerns, and ideas.
Collaborate with the PA Manager on attorney assignments.
Coordinate department meetings and workshops.
Conduct orientation sessions for associates receiving secretarial support for the first time.
Distribute days-to-release reports to Practice Assistants for follow-up.
Work with the Manager to ensure practice sections operate smoothly, report problems, and discuss solutions.
Identify process improvements and ways to better utilize staff; prepare monthly reports on coverage and staff utilization.
Provide service to attorneys, clients, visitors, and colleagues, and liaise between legal staff and administrative departments.
Manage calls, messages, workload priorities, assignment status updates, and issue resolution professionally and promptly.
Train, mentor, and support new Practice Assistants; contribute to a collaborative team and assist with overflow and practice-specific work.
Prioritize multiple assignments, organize workflow, meet deadlines, and adapt to changing priorities.
Prepare, proofread, edit, transcribe, organize, and maintain correspondence, documents, files, client and matter information, contacts, distribution lists, and other records.
Use firm software, document management systems, communication platforms, billing and expense tools, practice-specific programs, and office equipment; troubleshoot or escalate technical issues.
Coordinate travel, meetings, conference calls, office reservations, and other logistics; prepare itineraries, expense reports, client bills, diaries, and practice-related forms.
Maintain knowledge of firm and departmental procedures, update reference materials, support library-related requests, and follow established policies and standards.
Perform other duties as assigned or required by the Firm.