Practice Assistant - Litigation

Holland & Knight•Atlanta, GA

10d•Onsite

About The Position

Practice Assistants provide high-quality administrative support to a group of lawyers and professionals in a team environment, helping meet Firm and client needs effectively and efficiently. This position is based in the Firm’s Atlanta office and supports litigation work. The role involves client and staff communications, document preparation and management, travel and expense coordination, client matter opening, billing support, mail and file management, workflow requests, and coordination with administrative departments. The assistant is expected to handle complex or high-volume assignments accurately and on time, work independently, and take on other duties or special projects as assigned. The litigation component requires general knowledge of litigation practices and procedures, court systems, electronic filing, docketing, court rules, litigation documents, and trial preparation. The role also involves scheduling depositions, hearings, and other meetings as directed by attorneys.

Requirements

Bachelor’s degree.
Four to five years of experience supporting lawyers and paralegals with administrative or client-related tasks is preferred.
Advanced knowledge of Microsoft Office Suite and Adobe.
Experience with document management systems.
Experience with electronic signature software programs.
Proficiency in core legal administrative assistant functions and advanced technical and communication skills.
Ability to thrive in a fast-paced environment and coordinate competing tasks and demands.
Excellent attention to detail, grammar, and punctuation, with strong proofreading and professional writing skills.
Ability to take direction and work independently with little supervision.
Ability to work effectively with others and communicate professionally.
Strong work ethic and ability and commitment to maintain confidentiality.
General knowledge of litigation practices and procedures and court systems, including general district/small claims, circuit, federal, and appellate courts.
Expertise with PACER and electronic filing in state and federal courts and administrative agencies.
Experience docketing and calendaring case events and filing deadlines using centralized docketing software.
Knowledge of court procedures and how to locate local court rules and judges’ standing orders.
Experience processing summonses, subpoenas, and discovery requests.
Experience preparing litigation documents and correspondence, Bates-labeling and redacting documents, and scheduling depositions and hearings.
Ability to sit or stand for extended periods, use a keyboard moderately or extensively, and lift and carry up to 30 pounds.

Responsibilities

Communicate professionally with clients, lawyers, and co-workers by email, telephone, and in person; answer routine calls, route calls, arrange conference calls, and greet clients.
Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations; draft routine correspondence, forms, and documents under appropriate supervision.
Schedule domestic and foreign travel through the Firm’s travel system, including flights, hotels, and car rentals.
Prepare, organize, and process reimbursements, invoices, and check requests.
Gather and prepare information for conflict checks and new client matters; draft engagement letters, scope letters, and other required documents, and guide lawyers on form completion and submission.
Apply client-specific billing guidelines and restrictions to invoices.
Open, prioritize, and distribute paper and electronic mail; coordinate mailings, deliveries, copying, scanning, and printing as appropriate.
Enter and manage lawyer work requests in the Firm’s workflow tool and complete them by the specified deadlines.
Maintain organized electronic and paper files; photocopy, scan, compile, and distribute documents; coordinate services from administrative departments.
Maintain files and save documents to the document management system.
Assist lawyers with time entry, billing, and collections as needed.
Complete complex or high-production assignments independently and accurately; produce a high volume of work in a timely manner.
Perform clerical duties for non-legal departments and undertake special projects and other assigned duties.
Use PACER and electronic filing systems for state and federal courts and administrative agencies.
Calendar case events and filing deadlines using a centralized docketing system or software.
Process summonses, subpoenas, and discovery requests.
Prepare pleadings, discovery, document production materials, memoranda, and correspondence.
Bates-label and redact documents for trial preparation; schedule court depositions, hearings, and other meetings as determined by attorneys.

Benefits

Comprehensive medical plans, including PPO and HDHP options, with domestic partner coverage
Dental and vision plans, including domestic partner coverage
Life and AD&D insurance
Short- and long-term disability insurance
Tax-advantaged accounts for health care expenses, including FSAs and HSAs
Dependent care FSAs
Health advocacy services
Behavioral health and counseling resources for all family members
401(k)
Profit sharing
Backup dependent care
Senior care planning support
Resources for individuals with developmental disabilities and their caregivers
Paid holidays and other paid time off, including paid leave for new parents