Practice Assistant

White & Case LLP•Washington, DC

About The Position

The Practice Assistant role involves a wide range of administrative duties and requires a flexible and results-oriented approach, due to the complexity, intensity and size of the practice to which the individual is assigned. The Practice Assistant must have the ability to perform duties requiring a high level of responsibility, often working with information of a confidential nature. He/she is a self-starter who exhibits a proactive approach and takes personal initiative for the execution of work. The Practice Assistant organizes and coordinates complex workflows. He/she is a strong communicator and reports information regularly and accurately to key stakeholders. The Practice Assistant cultivates positive working relationships at all levels of the Firm and helps navigate the organization on behalf of his/her lawyer assignments. He/she maintains a professional demeanor in all situations.

Requirements

At least five (5) years of law firm or professional services experience
Excellent interpersonal skills and ability to work in a demanding environment, liaising with senior management
Demonstrate a high level of competence the Firm’s various software programs to produce reports, collate data and present concise, accurate, information (Word, PowerPoint, Excel, Outlook etc.)
Demonstrated ability to exercise discretion and maintain strict confidentiality
Ability to multi-task in a fast-paced environment
Demonstrated drive with a strong willingness to learn and develop within the role
Excellent communication, organization and follow-up skills
Positive and proactive nature
Proven experience working collaboratively within a team to meet goals and deadlines and to achieve high-quality workflow and results is essential
Flexibility to work outside of the core working hours when necessary to ensure the team has the support needed to accomplish its work.
Demonstrated track record of successfully delivering projects independently

Responsibilities

Manages and maintains lawyer calendars
Manages and coordinates complex domestic/international travel arrangements, prepares business itineraries and business-trip documentation packs
Works effectively with limited supervision by accurately interpreting instructions and independently producing high-quality work products
Ensures the case teams are apprised of the status of projects and any problems or concerns encountered
Communicates and coordinates administrative matters for the attorney team
Takes a proactive approach in preparing for the case team’s plans and takes on additional tasks as and when required
Monitors, reviews and organizes, according to priority, all incoming correspondence
Proofreads and edits all documentation
Copies and distributes routine, as well as confidential, memos, letters, faxes and various other documents
Plans and coordinates schedules, appointments, conferences and meetings
Reviews and prepares bills and expense reports for business travel and entertainment
Manages updates to client-matter lists and marketing telephone/distribution lists via the Firm’s relevant systems (e.g. Interaction)
Creates, organizes and maintains files and filing systems
Manages and coordinates required logistics for hearings and hearing preparation
Travels to support the case team, as required.