Practice Assistant

White & Case LLP; New York; Hybrid; USD 81,600 - 122,400; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) retirement savings

Vacation and parental leave

Job summary

White & Case LLP's New York office seeks a Practice Assistant to deliver high‑quality administrative and legal support. You will organize lawyers' calendars, coordinate domestic and international travel, and assist with billing and client development while maintaining confidentiality and professionalism.

You will report to the Senior Manager, Practice Assistant Services and work collaboratively with attorneys and staff to ensure smooth operations and excellent client service in a fast‑paced

Qualifications

• 3–5 years of law firm experience, with ability to coordinate complex schedules.
• Strong written and verbal communication skills.
• Excellent organizational and multitasking abilities.
• Ability to work independently and as part of a team.

Responsibilities

• Plan and coordinate attorneys' schedules, appointments, conferences, and meetings.
• Arrange extensive domestic and international travel with itineraries and documentation.
• Prepare and submit expense reports.
• Screen calls, record messages, and inform attorneys promptly.
• Monitor ongoing work and inform stakeholders of status.
• Draft time sheets and maintain client and matter lists.
• Assist with client development, proposals, and billing.
• Create and maintain files and keep Desk Reference updated.
• Greet clients with courtesy and professionalism.

Skills

Interpersonal skills

Multi-tasking

Written communication

Verbal communication

Organizational skills

Job description

Our Office Operations team is at the heart of ensuring the smooth and efficient functioning of the Firm's day-to-day operations. Our team manages the infrastructure, systems and services – both globally and locally – relating to our office workplaces, onsite and remote operational services, security, safety and a range of other areas. We provide PA support and manage document production, translation and travel services. Our team is responsible for our client‑facing areas across the Firm, always seeking to ensure that clients and other visitors have an experience that is world‑class. We also take the lead in running our day‑to‑day operations in the most environmentally sustainable way possible.

Position Summary

The Practice Assistant (PA) performs a wide range of services, including administrative and legal support. As part of a team, the Practice Assistant will provide excellent quality service to all internal and external clients, including his/her assigned practice group of attorneys, as well as other attorney teams as needed. The PA position requires the ability to organize and expedite the workflow of lawyers and legal staff members. The PA position requires the ability to perform duties of a responsible and confidential nature, with the skill to multi‑task for several individuals. This position requires a self‑starter who exhibits a proactive approach and takes personal initiative for the execution of work. The PA coordinates complex workflows. The individual needs to be an excellent communicator, who reports information regularly and accurately to key stakeholders. The PA cultivates positive working relationships at all levels of the Firm and helps navigate the organization on behalf of his/her lawyer assignments. The position requires a professional demeanor at all times and in all situations.

Duties and Accountabilities

• Plan and coordinate attorneys' schedule, appointments, conferences and meetings.
• Manage and coordinate extensive and complex domestic/international travel arrangements. Prepares business itineraries and business‑trip documentation packs.
• Manage and submit expense reports.
• Answer, screen and place calls in a professional manner. Accurately record phone messages and promptly inform attorneys.
• Keep legal staff apprised of the status of work and any problems encountered with systems or programs.
• Monitor, review and organize, according to priority, all incoming correspondence.
• Draft, proofread for accuracy, and release time sheets.
• Maintain accurate client and matter lists.
• Complete conflict search reports and opening entries.
• Assist with client development, marketing initiatives, and proposals.
• Assist with client billing.
• Draft routine letters, memos, and reports.
• Create and maintain files.
• Meet and greet clients with courtesy and tact.
• Assist with overflow work and practice specific responsibilities.
• Arrange overtime coverage with Document Production for attorneys.
• Keep Desk Reference information up to date and easily accessible for use by other Practice Assistants.

Qualifications

• Excellent interpersonal skills and ability to work in a demanding environment, liaising with all levels of staff and attorneys and clients.
• 3-5 years of law firm experience.
• Ability to multi‑task and prioritize work in a fast‑paced environment.
• Skilled in comprehending and complying with instructions.
• Strong written and verbal communication skills.
• Exceptional organizational skills and diligence in follow‑through.
• Positive and initiative driven approach.
• Must work well independently, and as part of a team.

Equal Opportunities

White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a diverse and inclusive workplace. It is our Firm's policy to recruit, employ, train, compensate and promote without regard to race, color, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.

Applicants who are interested in applying for a position and require an accommodation during the process should contact [e-mail].

Benefits at White & Case

White & Case LLP offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt roles are also performance bonus eligible.

Location and Reporting

• This role reports to the Senior Manager, Practice Assistant Services.
• This role is based in our New York office.

Pay Information

NY Pay Range: $81,600 - $122,400

The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at‑will nature of employment.

The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.