Practice Assistant

White & Case LLP•New York, NY

2d•$81,600 - $122,400

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.

Requirements

Excellent interpersonal skills and ability to work in a demanding environment, liaising with all levels of staff and attorneys and clients.
3-5 years of law firm experience.
Ability to multi-task and prioritize work in a fast-paced environment.
Skilled in comprehending and complying with instructions.
Strong written and verbal communication skills.
Exceptional organizational skills and diligence in follow-through.
Positive and initiative driven approach.
Must work well independently, and as part of a team.

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 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.
Arrange overtime coverage with Document Production for attorneys.
Keep Desk Reference information up to date and easily accessible for use by other Practice Assistants.