Legal Practice Assistant

troutman; Houston (TX); Hybrid; USD 85,000 - 110,000; Full time

Job summary

Troutman is seeking a Legal Practice Assistant to support the Energy Transactional Practice Group. You will perform highly specialized administrative duties, manage timekeeping and billing, and coordinate client matters with a focus on exceptional service.

The role requires a Bachelor’s degree, 8+ years of related experience in a legal or professional services setting, and strong MS Office skills. Hybrid work with in-office collaboration is available, and confidentiality is essential.

Qualifications

• Bachelor's degree or equivalent experience.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint).
• 8+ years of related experience, preferably in a law firm or professional services environment.

Responsibilities

• Perform highly specialized administrative work for the practice group with strong technical proficiency.
• Coordinate high-volume client billing and prepare invoices.
• Manage calendars, travel arrangements, and related expense reporting.
• Maintain confidentiality of client matters and attorney information.
• Liaise with administrative departments to coordinate workflow for attorneys.
• Open and close matters and conduct conflicts of interest checks as needed.
• Prepare routine correspondence and conduct general research.

Skills

Independent worker

Attention to detail

Written and verbal communication

Grammar and proofreading

Project management

Adaptability

Interpersonal skills

Client service

Prioritization

Team collaboration

Education

Bachelor's degree

Tools

Microsoft Office

Job description

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

The Legal Practice Assistant (LPA) provides administrative support for attorneys and other timekeepers in the Energy Transactional Practice Group. The LPA performs a wide variety of administrative tasks and delivers a high level of customer service, while consistently producing an excellent work product. The LPA will anticipate, plan, and proactively meet the business needs of the attorneys and execute assignments demonstrating a general knowledge of the assigned timekeepers' practice areas and clients to ensure extraordinary client satisfaction.

Essential Responsibilities

• Perform highly specialized administrative work for the practice group, demonstrating strong technical proficiency and a solid understanding of firm procedures.
• Develop and maintain a thorough understanding of department objectives, key activities, and requirements to anticipate and proactively address team needs.
• Code and enter timekeepers' time and costs into the firm's time and billing system.
• Coordinate and prepare a high volume of client billing using sophisticated software and procedures, often requiring client-specific instructions and/or multiple revisions.
• Support new client and business development efforts by opening and closing matters and submitting conflicts of interest check requests.
• Serve as a knowledge resource on practice group requirements and firm policies and procedures; share this knowledge collaboratively and help improve processes and procedures.
• Process expense reimbursement requests and invoices in a timely manner.
• Maintain strict confidentiality when handling client matters and personal attorney information.
• Perform tasks related to client billing, including distribution and review of client invoices, and maintaining up-to-date knowledge of client billing requirements.
• Liaise with administrative departments to coordinate all aspects of workflow support for attorneys.
• Prepare routine correspondence, read and route mail, conduct general research, and maintain files.
• Handle complex edits in legal documents.
• Manage calendars effectively, including prioritizing meetings, resolving conflicts, and proactively organizing schedule changes for events and meetings.
• Arrange domestic and international travel and prepare and submit related expense reports.
• Collaborate with internal and external resources, as appropriate, to complete projects and tasks.
• Manage information electronically using the firm's database file management and records management systems.
• Help foster an environment of superior client service, collaboration, commitment, team spirit, pride, and trust.
• Identify and respond promptly to internal and external client inquiries and seek feedback or follow-up as appropriate.
• Maintain attorney bar membership and CLE records.

Required Knowledge, Skills, and Abilities

• Ability to work independently with minimal guidance, solve complex problems and exercise good judgment based on the analysis of multiple sources of information.
• High level of attention to detail and a strong commitment to accuracy in a deadline-driven environment.
• Excellent written and verbal communication skills, with the ability to interact effectively with all levels of firm personnel, clients, and vendors.
• Excellent grammar, punctuation, and proofreading abilities.
• Proven ability to manage multiple projects in a deadline-driven environment while working across teams.
• Ability to adapt to changing assignments and priorities.
• Strong interpersonal skills, with the ability to provide high-quality service and partner effectively with diverse individuals at various levels within the firm, as well as with clients and vendors.
• Ability to deliver professional, high-quality client service to both internal and external clients.
• Ability to take initiative, set priorities, and drive projects through to completion.
• Ability to work effectively and independently in both hybrid and in-office settings.
• Ability to work effectively both independently and collaboratively to support consistent and efficient workflow processes.

Required Education

• Bachelor's degree or any combination of experience, education or training that demonstrates the ability to perform the duties of the position.

Required Qualifications

• Advanced proficiency in Microsoft Office, particularly Word, Excel, and PowerPoint.
• Minimum eight (8) years of related experience, preferably within a law firm or similar professional services environment.

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19.