Practice Assistant

White & Case LLP•Houston, TX

About The Position

The Office Operations team is responsible for the smooth and efficient functioning of the Firm’s day-to-day operations, managing infrastructure, systems, and services related to office workplaces, operational services, security, safety, and other areas. They provide PA support, manage document production, translation, and travel services, and oversee client-facing areas to ensure a world-class experience for clients and visitors. The team also leads in running day-to-day operations in an environmentally sustainable way. The Practice Assistant (PA) performs a wide range of administrative and legal support services, providing excellent service to internal and external clients, including their assigned practice group of attorneys and other attorney teams as needed. The PA position requires the ability to organize and expedite workflow, perform duties of a responsible and confidential nature, and multi-task for several individuals. This position requires a self-starter with a proactive approach and personal initiative. The PA coordinates complex workflows, communicates information regularly and accurately to key stakeholders, cultivates positive working relationships, and helps navigate the organization on behalf of their lawyer assignments. The position requires a professional demeanor at all times.

Requirements

Proven ability to work effectively in a demanding legal environment, demonstrating excellent interpersonal skills and professionalism when liaising with attorneys, staff, and clients at all levels.
Over 5 years of law firm experience
Highly adept at managing multiple tasks and prioritizing responsibilities in a fast-paced, deadline-driven setting.
Skilled at interpreting, understanding, and following detailed instructions with accuracy and efficiency.
Strong written and verbal communication skills, with a keen eye for detail and clarity.
Exceptionally organized and thorough, with a consistent commitment to follow-through and high-quality work.
Demonstrates a proactive, positive attitude and a self-motivated approach to responsibilities.
Able to work independently with minimal supervision, while also being a reliable and collaborative team player.

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 and edit 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.
Keep Desk Reference information up to date and easily accessible for use by other Practice Assistants.