Practice Assistant

White & Case•Houston, TX

About The Position

The Practice Assistant (PA) provides a broad range of administrative and legal support to attorneys, legal staff, and other internal and external clients. Working as part of a team, the PA organizes and expedites lawyers’ and legal staff members’ workflows, manages confidential and responsible duties, and handles multiple assignments for several individuals. The role calls for initiative, a proactive approach, excellent communication, accurate and regular reporting to stakeholders, positive working relationships across the Firm, and a professional demeanor. The PA coordinates complex workflows and helps navigate the organization on behalf of assigned lawyers. The Senior Assistant, Practice Assistant Services primarily supports assigned stakeholders, handling varied tasks and assignments and progressing to more complex projects as expertise develops. The role involves selecting appropriate options for routine work, analyzing information, and carrying out administrative tasks. The PA supports day-to-day Practice Assistant Services, takes on complex or non-routine tasks, collaborates with team members, and stays current with relevant principles, practices, procedures, and updates. This role reports to the Manager, Office Operations.

Requirements

Over 5 years of law firm experience.
Proven ability to work effectively in a demanding legal environment and demonstrate professionalism and excellent interpersonal skills when liaising with attorneys, staff, and clients at all levels.
Ability to manage multiple tasks and prioritize responsibilities in a fast-paced, deadline-driven setting.
Skill in interpreting, understanding, and following detailed instructions accurately and efficiently.
Strong written and verbal communication skills, with attention to detail and clarity.
Exceptional organization and thoroughness, with consistent follow-through and commitment to high-quality work.
Proactive, positive attitude and self-motivated approach.
Ability to work independently with minimal supervision and to collaborate reliably as part of a team.

Responsibilities

Plan and coordinate attorneys’ schedules, appointments, conferences, and meetings.
Manage complex domestic and international travel arrangements and prepare business itineraries and trip documentation packs.
Manage and submit expense reports.
Answer, screen, and place calls professionally; accurately record messages and promptly inform attorneys.
Keep legal staff informed about work status and problems encountered with systems or programs.
Monitor, review, and prioritize 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, proposals, and client billing.
Draft and edit routine letters, memos, and reports.
Create and maintain files.
Meet and greet clients courteously and tactfully.
Assist with overflow work and practice-specific responsibilities.
Keep Desk Reference information current and accessible to other Practice Assistants.
Provide comprehensive day-to-day operational support to ensure smooth delivery of Practice Assistant Services.
Perform complex or non-routine tasks related to the role.
Collaborate with team members on assigned tasks and projects to deliver comprehensive, high-quality service.
Complete assigned calendar management, meeting and travel arrangements, document or presentation drafting, transcription, proofreading, and other secretarial and administrative tasks.
Handle routine enquiries by selecting appropriate alternatives, anticipating needs, exercising judgment within established guidelines, and escalating to senior colleagues when necessary.
Maintain a good understanding of relevant principles, practices, and procedures, and stay informed of changes and updates.