Hybrid Legal Practice Assistant – Billing & Admin

Considine Search; New York (NY); Hybrid; USD 65,000 - 115,000; Full time

Job summary

Considine Search in New York, NY is seeking a Practice Assistant to provide essential administrative support to partners and associates. You will serve as the primary contact for attorneys and clients, manage calendars, arrange complex travel, prepare and edit documents, and handle billing, invoices, and timekeeping to ensure smooth operations.

The role requires a Bachelor’s degree (preferred), strong Microsoft Outlook skills, and exceptional attention to detail.

Qualifications

• Bachelor’s degree preferred and one year of experience in an administration role
• Proficient in Microsoft Outlook suite
• Excellent analytical, troubleshooting, organizational, and planning skills; strong attention to detail
• Ability to demonstrate effective interpersonal and communication skills, both verbally and in writing
• Ability to work well independently, as well as effectively within a team
• Ability to communicate clearly and concisely, both verbally and in writing
• Strong research and analytical skills
• Willingness to enthusiastically complete both high-level and low-level tasks

Responsibilities

• Act as the administrative point of contact between the attorneys and internal/external clients
• Answer and respond to incoming calls on behalf of assigned attorneys
• Develop a strong understanding of assigned attorneys’ habits, preferences, practice, clients, and workflow
• Prepare, edit, and format correspondence, presentations, spreadsheets, memos, and other documents
• Prepare labels for packages and coordinate courier/messenger deliveries; track complex shipments to ensure they have reached their intended destinations
• Arrange complex travel arrangements/accommodations as required and create detailed travel itineraries for assigned attorneys
• Order catering for meetings as necessary
• Process and track vendor/client invoices in the Firm’s check request system and resolve any billing issues
• Reconcile attorney Amex accounts on a weekly basis
• Submit attorney expenses for reimbursement
• Proofread and enter time entries in the timekeeping system for assigned attorneys
• Proofread and edit client bills monthly and assist in resolving billing issues
• Prepare new vendor agreement forms and assemble required documentation
• Maintain attorneys’ calendars by arranging and/or adjusting meetings, and providing reminders as necessary
• Manage business contacts and development activities through Intapp
• Perform other administrative duties such as printing, copying, scanning, and filing documents
• Pull news articles, convert to PDF, and circulate as needed
• Assist with planning and executing internal and external events
• Assist with special projects across various departments
• Notarize necessary documents as needed
• Provide backup support for other Assistants

Skills

Microsoft Outlook

Analytical skills

Organizational skills

Communication skills

Independent worker

Education

Bachelor’s degree preferred

Tools

Timekeeping systems

Job description

Considine Search in New York, NY is seeking a Practice Assistant to provide essential administrative support to partners and associates. You will serve as the primary contact for attorneys and clients, manage calendars, arrange complex travel, prepare and edit documents, and handle billing, invoices, and timekeeping to ensure smooth operations.

The role requires a Bachelor’s degree (preferred), strong Microsoft Outlook skills, and exceptional attention to detail.