Legal Practice Assistant

Troutman Pepper Locke LLP; Pennsylvania; On-site; USD 85,000 - 105,000; Full time

Job summary

Troutman Pepper Locke LLP seeks a Legal Practice Assistant to support attorneys in the Health Care & Life Sciences Litigation Practice Group. This role provides broad administrative support, ensuring accurate timekeeping, billing, and calendar management while maintaining client confidentiality and top-tier service.

The LPA will anticipate needs, manage complex edits in legal documents, and collaborate with internal departments to streamline processes for excellent client satisfaction.

Qualifications

• Bachelor’s degree or any combination of experience, education and training that demonstrates the ability to perform the duties of the position.
• Minimum eight (8) years of related experience, preferably within a law firm or similar professional services environment.
• Advanced knowledge of Microsoft Office, particularly Word, Excel, and PowerPoint.
• Experience working in Health Care & Life Sciences (HCLS) Litigation.
• Strong knowledge of Federal and State litigation practices and local court rules.

Responsibilities

• Code and enter timekeepers’ time and costs in the firm’s time and billing system.
• Coordinate and prepare a high-volume of client billing with multiple revisions.
• Open and close matters and handle conflicts of interest checks.
• Prepare routine correspondence, schedule management, and travel arrangements.
• Prepare and file legal documents in Federal and State courts, including electronic filings.

Skills

Communication skills

Independent worker

Problem solving

Attention to detail

Education

Bachelor’s degree

Tools

Microsoft Office (Word, Excel, PowerPoint)

Job description

The Legal Practice Assistant (LPA) provides administrative support for attorneys and other timekeepers in the Health Care & Life Sciences Litigation 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 while demonstrating a strong technical proficiency and an understanding of firm procedures. Develop and maintain a deep understanding of department objectives, key activities, and requirements to anticipate and proactively address the needs of this team. Code and enter timekeepers’ time and costs in the firm's time and billing system. Coordinate and prepare a high-volume of client billing, using sophisticated software and procedures that require client specific instructions and/or multiple revisions. Support new client and business development efforts by opening and closing new matters and submitting requests for conflicts of interest checks. Serve as a knowledge resource in specific practice group requirements and firm policies and procedures. Collaboratively share this knowledge and work with others to improve processes and procedures. Process expense reimbursement requests and process invoices in a timely manner. Serve as a knowledge resource in specific practice group requirements and firm policies and procedures. Collaboratively share this knowledge and work with others to improve processes and procedures. Maintain confidentiality when handling matters for clients and other personal attorney information. Handle tasks related to client billing, such as distribution and review of client invoices; maintain current knowledge of billing requirements from clients. 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. Ensure effective calendar management, with the ability to prioritize meetings and resolve calendar conflicts; proactively organize and manage schedule changes for events and meetings. Arrange domestic and international travel and create and submit related expense reports Collaborate with resources inside and outside the firm, as appropriately, to complete projects or tasks. Manage information electronically using the firm’s database file management system and records management system. Assist in fostering an environment of superior customer service, collaboration, commitment, team spirit, pride, and trust. Identify and respond to internal and external client inquiries in a timely manner and seek feedback/follow-up as appropriate. Maintain attorney bar membership records and CLE records. Prepare and file legal documents in Federal and State courts, including electronic filings. Prepare legal documents, correspondence, and binders.

Required Knowledge, Skills, and Abilities

Excellent written and verbal communication skills with the ability to effectively interact with all levels of firm personnel, clients, and vendors. Ability to work effectively both independently and with a team to promote consistent and efficient workflow processes. Ability to manage multiple projects in a deadline driven environment while working across teams. Ability to work independently with minimal guidance, exercising good judgement and decision making. Willingness and ability to accept changing assignments and priorities. Demonstrate a “can do” attitude and a willingness to continue learning and developing skills of an independent thinker. Strong interpersonal skills, with the ability to provide high-quality service and partner effectively with diverse groups of people at various levels within the firm, clients, and vendors. Ability to provide quality client service to both internal and external clients effectively and professionally. Ability to take initiative, set priorities, and see projects through to completion. Ability to communicate effectively, both verbal and written. Excellent grammar, punctuation, and proof-reading skills. Ability to solve complex problems and exercise good judgement based on the analysis of multiple sources of information. Strong litigation knowledge, including significant knowledge of Federal and State litigation practices and knowledge of local rules of courts.

Required Education

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

Preferred Education

N/A

Certification(s)

N/A

Required Qualifications

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

Preferred Qualifications

N/A

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19. This position description is intended to describe the general content of and requirements for the performance of the job. The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs. This position description does not constitute a written or implied contract of employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at [e-mail].

Equal Employment Opportunity Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.

Compensation is dependent on several factors, such as position, location, market, education, training, and/or experience. Hiring Salary Range: $85,000.00 - $105,000.00

Your experience is our difference. We aim to make a tangible and lasting difference for you and your business. As a client of our firm, you can expect us to be ahead of the curve in your industry, start closer to the right answer on your issue, and create more value. What drives you, drives us. Troutman Pepper Locke helps clients solve complex legal challenges and achieve their business goals in an ever-changing global economy. As a firm of more than 1,600 attorneys in 35 offices in the U.S., UK, and EU, including the 10 largest U.S. legal markets, we serve clients ranging from multinational companies to new market entrants across all major industry sectors, and offer differentiated experience in energy, financial services, health care and life sciences, insurance and reinsurance, private equity, and real estate. We put clients first. This service ethic manifests itself in everything we do, including through Troutman Plus, our market-leading client value program. Through Troutman Plus, we collaborate with clients to understand their unique needs and deliver customized solutions that add real value to their business. A true service culture thrives on an inclusive environment of mutual support and collaboration — values we emphasize at every level of our firm. Delivering the best service to you depends on a work environment that embraces respect, inclusiveness, and teamwork, empowering every individual to contribute. The best ideas emerge when everyone has a seat at the table. Corporate responsibility is central to our mission as we reach out to the communities we serve in meaningful partnerships and pro bono work. Individuals and groups firmwide contribute time and talent to the civic, cultural, charitable, educational, and professional organizations that matter to them.