Practice Assistant

White & Case LLP•Houston, TX

17h

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 Practice Assistant (PA) performs a wide range of services, including administrative and legal support. As part of a team, the Practice Assistant will provide excellent service to all internal and external clients, including his/her assigned practice group of attorneys, as well as other attorney teams as needed. The PA position requires the ability to organize and expedite workflow of lawyers and legal staff members. The PA position requires the ability to perform duties of a responsible and confidential nature, with the skill to multi-task for several individuals. This position requires a self-starter who exhibits a proactive approach and takes personal initiative for the execution of work. The PA coordinates complex workflows. The individual needs to be an excellent communicator, who reports information regularly and accurately to key stakeholders. The PA cultivates positive working relationships at all levels of the Firm and helps navigate the organization on behalf of his/her lawyer assignments. The position requires a professional demeanor at all times and in all situations. The Senior Assistant, Practice Assistant Services will primarily focus on providing essential support to their assigned stakeholders, assisting with various tasks and assignments, progressing to more complex and nuanced projects as expertise develops. This role will require the individual to evaluate and select appropriate alternatives from defined options in routine work. Assisting their stakeholders with analyzing information and basic administrative tasks may also be required, demonstrating knowledge in this field

Requirements

Proven ability to work effectively in a demanding legal environment, demonstrating excellent interpersonal skills and professionalism when liaising with attorneys, staff, and clients at all levels.
Over 5 years of law firm experience
Highly adept at managing multiple tasks and prioritizing responsibilities in a fast-paced, deadline-driven setting.
Skilled at interpreting, understanding, and following detailed instructions with accuracy and efficiency.
Strong written and verbal communication skills, with a keen eye for detail and clarity.
Exceptionally organized and thorough, with a consistent commitment to follow-through and high-quality work.
Demonstrates a proactive, positive attitude and a self-motivated approach to responsibilities.
Able to work independently with minimal supervision, while also being a reliable and collaborative team player.

Responsibilities

Plan and coordinate attorneys’ schedule, appointments, conferences, and meetings.
Manage and coordinate extensive and complex domestic/international travel arrangements. Prepares business itineraries and business-trip documentation packs.
Manage and submit expense reports.
Answer, screen and place calls in a professional manner. Accurately record phone messages and promptly inform attorneys.
Keep legal staff apprised of the status of work and any problems encountered with systems or programs.
Monitor, review, and organize, according to priority, all incoming correspondence.
Draft, proofread for accuracy, and release time sheets.
Maintain accurate client and matter lists.
Complete conflict search reports and opening entries.
Assist with client development, marketing initiatives, and proposals.
Assist with client billing.
Draft and edit routine letters, memos, and reports.
Create and maintain files.
Meet and greet clients with courtesy and tact.
Assist with overflow work and practice specific responsibilities.
Keep Desk Reference information up to date and easily accessible for use by other Practice Assistants.
Provides comprehensive support in the typical day-to-day operations to ensure the smooth delivery of Practice Assistant Services
Able to perform more complex or non-routine tasks in relation to the role
Collaborates with team members to complete assigned tasks and projects, helping to deliver a high quality, comprehensive service
Completes activities as assigned which include calendar management, meeting and travel arrangements, drafting documents or presentations , transcribing, proofreading and other secretarial and administrative tasks as required
Evaluates and selects appropriate alternatives from defined options to handle routine enquiries, anticipating needs , exercising judgment within established guidelines and escalating to senior colleagues when necessary
Maintains a good understanding of principles, practices, and procedures, staying informed of changes and updates in the field