Practice Assistant

McGuireWoods LLP; Chicago (IL); Hybrid; USD 42,000 - 60,000; Full time

Benefits offered by this job

Hybrid remote option

Professional development

Job summary

McGuireWoods LLP in Chicago is seeking a Practice Assistant to support the Healthcare group and a team of four attorneys, including the Department Chair. The role emphasizes administrative excellence, calendar management, travel coordination, and high-level client service.

Ideal candidates bring 2+ years of admin experience, proficiency in Microsoft Office and Outlook, strong organization, and a proactive, professional demeanor. Training and AI-enabled workflow tools are part of the environment.

Qualifications

• High school diploma or GED required with 2+ years of related experience.
• Proficient in Microsoft Office, Outlook, and billing/timekeeping systems.
• Strong planning, organizational, and proofreading skills under pressure.
• Excellent written and oral communication with professional demeanor.

Responsibilities

• Support four attorneys, primarily the Department Chair; manage calendars, schedule meetings, and arrange travel.
• Maintain open communication with attorneys; keep Department Chair updated and send follow-ups.
• Prepare and format legal documents, correspondence, closing documents, and exhibits.
• Manage documents in the DMS and e-rooms; coordinate mailings and copy jobs.
• Organize and maintain case files and project rooms; prepare files for closing and storage.
• File and organize emails in Outlook; handle confidential information discreetly.
• Enter and verify attorneys' time entries; assist with monthly billing and expenses.
• Coordinate meetings and events, including conference room scheduling and catering.

Skills

Calendar management

Communication skills

Organizational skills

Multitasking

Professional demeanor

Independent worker

Education

High school diploma or GED

Tools

Microsoft Office

Outlook

Job description

Overview

McGuireWoods LLP has an opening for a Practice Assistant in our Chicago office. This role will be supporting the Healthcare group and a team of 4 attorneys, including the Department Chair. The ideal candidate will have a strong background in administrative support, with exceptional attention to detail and organizational skills. This individual should be prepared to thrive in a fast-paced environment, support a high-performing team, and approach the role with a positive attitude and willingness to learn.

McGuireWoods, one of the world's leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance. Our Applicant Disclosures describe your rights. Our Privacy Statement describes how we will process and safeguard your personal data.

Responsibilities

• Support four attorneys, primarily the Department Chair; proactively manage calendars, schedule meetings, interviews, and arrange travel
• Maintain open communication with all attorneys; keep the Department Chair apprised of developments and send frequent follow-up correspondence
• Prepare and format legal documents, correspondence, closing documents, signature pages, binders, exhibits, and document productions
• Manage documents in the DMS and e-rooms; distribute filings and correspondence; coordinate mailings, deliveries, and copy jobs
• Organize and maintain case files and project rooms; prepare files for closing and coordinate records storage
• File and organize emails in Outlook; handle confidential information with discretion
• Enter and verify attorneys' time entries; manage monthly billing, expenses, invoices, and check requests
• Coordinate meetings and events, including conference room scheduling, catering, and participant notifications
• Demonstrate professionalism and composure; deliver high-level customer service to attorneys, clients, vendors, and courts
• Adhere to firm policies; attend training; maintain current job skills; perform special projects and overflow assignments as needed

Qualifications

• High school diploma or GED with two or more years of related experience, or an equivalent combination of education and experience
• Proficient in Microsoft Office, Outlook, and the firm's billing and timekeeping systems
• Strong planning, organizational, and proofreading skills with the ability to manage multiple tasks under pressure
• Excellent written and oral communication skills; professional demeanor and telephone manner
• Able to work independently or collaboratively, delegate effectively, and adapt to changing priorities
• Confident attitude and a self-starter
• Interest in using innovative AI technology, including Harvey and Copilot, to support efficient, high-impact work.