Practice Administrator

Seward & Kissel LLP; New York (NY); Hybrid; USD 90,000 - 140,000; Full time

Benefits offered by this job

Hybrid work environment

401(k) retirement savings

Paid holidays

Career growth

Job summary

Seward & Kissel LLP is seeking a Practice Administrator to support two partners in a fast-paced legal practice. You will manage calendars, billing, client relationships, and cross-functional coordination to drive efficient service delivery.

Key qualifications include at least 5 years in legal practice support, strong communication, and financial acumen. The role offers hybrid work, growth opportunities, and a collaborative culture.

Qualifications

• 5+ years of experience in legal practice support, preferably supporting senior partners.
• Excellent communication and interpersonal skills with a customer-service mindset.
• Strong financial acumen, billing, budgeting, and reporting experience.
• Proven organizational skills and ability to manage a dynamic calendar and priorities.

Responsibilities

• Develop and maintain strong client relationships; prepare client updates, engagement letters, and summaries.
• Serve as liaison between partners, clients, and internal teams for timely communication.
• Identify and implement process improvements to enhance efficiency and service delivery.
• Track and analyze financial performance of matters; monitor budgets and profitability.
• Oversee the partners’ billing: time entry review, invoice prep, inquiries, and follow-up.
• Coordinate with Business Development to identify opportunities and support marketing.
• Manage partners’ schedules: client meetings, internal meetings, travel, and BD opportunities.
• Assist with matter management: open matters, monitor deadlines, ensure outside counsel guidelines.
• Collaborate with Finance, HR, IT, Marketing to support operational needs.
• Prepare customized reports, presentations, and agendas for meetings.
• Maintain confidentiality and exercise sound judgment in communications.

Skills

Client relationships

Billing & budgeting

Calendar management

Analytical thinking

MS Office & CRM systems

Independent & discreet

Tools

MS Office Suite

CRM systems

Job description

The Practice Administrator will provide high-level operational, administrative, and strategic support to two individual partners, ensuring the smooth and efficient management of their legal practice. This role involves proactive oversight of each partner’s calendar, billing, and client relationship management, as well as coordination with internal teams to support business development, matter management, and client service excellence. The Practice Administrator plays a key role in helping the partners meet performance goals and deliver exceptional client outcomes.

Responsibilities

• Support the partners in developing and maintaining strong client relationships, including preparing client updates, engagement letters, and relationship summaries.
• Serve as a liaison between the partners, their clients, internal teams, ensuring timely communication and follow-up.
• Identify and implement process improvements to enhance the partners’ efficiency and client service delivery.
• Track and analyze financial performance of the partners’ matters, including budget monitoring and profitability analysis.
• Oversee the partners’ billing process, including time entry review, invoice preparation, client billing inquiries, and collections follow-up.
• Coordinate with Business Development to identify and pursue new client opportunities and support marketing initiatives.
• Manage the partners’ schedules, including client meetings, internal meetings, business development opportunities, and travel.
• Assist with matter management, including opening new matters, monitoring deadlines, and ensuring compliance with outside counsel guidelines.
• Collaborate with internal departments (Finance, HR, IT, Marketing) to support the partners’ operational needs.
• Prepare customized reports, presentations, and agendas for client and internal meetings.
• Maintain confidentiality and exercise sound judgment in all communications and decisions.

Qualifications

• Excellent communication and interpersonal skills, with a customer service mindset.
• Strong financial acumen and experience with billing, budgeting, and reporting.
• 5+ years of experience in legal practice support, preferably supporting senior partners or executives.
• Strong organizational and time management skills, with the ability to manage a dynamic calendar and competing priorities.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint); experience with legal billing and CRM systems a plus.
• Ability to work independently, exercise discretion, and maintain confidentiality.

What We Offer

• Hybrid work environment that provides flexibility while fostering collaboration. Three in-office days and two remote workdays each week.
• Generous PTO, paid holidays, and parental leave programs.
• Family-building and fertility support benefits.
• 401(k) retirement savings plan.
• Remote work and mobile phone reimbursement programs.
• Meaningful opportunities for professional growth.
• A collegial, team-oriented culture where employees are valued and supported.

Disclaimer:

Seward & Kissel is an Equal Opportunity Employer: Seward & Kissel LLP does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.