Practice Assistant

White & Case LLP•Washington, DC

9d•$81,600 - $122,400•Onsite

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. The Practice Assistant role involves a wide range of administrative duties and requires a flexible and purposeful 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 an elevated level of responsibility, often working with information of a confidential nature. He/she is a self-starter who exhibits an initiative-taking 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 always maintains a professional manner in all situations.

Requirements

At least five (3) 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.)
Discretion and confidentiality
Ability to multi-task in a fast-paced environment
Ambitious nature, willing to learn and develop in the role
Excellent communication, organization and follow-up skills
Positive and proactive nature
Experience in working as part of a team player working towards goals and deadlines accomplish workflow and results is a necessity
Flexibility to work outside of the core working hours when necessary to ensure support optimum performance of the team
Demonstrable achievements having worked on projects independently

Responsibilities

Manages and maintains lawyer calendars
Manages and coordinates extensive and complex domestic/international travel arrangements Where necessary, prepares business itineraries and business-trip documentation packs
Exercises independent action to produce high-quality work when interpreting instructions
Ensures the case teams are apprised of the status of projects and any problems or concerns encountered
Communicates and/or coordinates any administrative matters
Takes a proactive approach in preparing for the case team’s plans, showing willingness to take 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