Practice Assistant – Financial Services

Holland & Knight; New York (NY); On-site; USD 91,728 - 137,696; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) retirement plan + match

Paid holidays & leave

Job summary

Holland & Knight in New York City seeks a skilled Practice Assistant to provide high-level administrative support to lawyers and professionals. You will draft, format, and proofread documents, manage files, and coordinate travel and billing tasks in a fast-paced team environment.

The role requires a Bachelor’s degree with 4–5 years supporting lawyers/paralegals, strong MS Office and Adobe Acrobat skills, and meticulous attention to detail.

Qualifications

• Bachelor's degree and 4–5 years of experience supporting lawyers and paralegals with administrative or client-related tasks preferred.
• Advanced proficiency in Microsoft Office and Adobe Acrobat required.
• Strong attention to detail, proofreading, and professional communication are essential.

Responsibilities

• Provide high-quality administrative support to a group of lawyers and professionals.
• Draft, format, edit, and proofread documents and correspondence; manage documents and templates.
• Coordinate travel, reimbursements, and scheduling; assist with time entry and billing as needed.
• Open new client matters, run conflict checks, and assist with engagement letters and scope letters.

Skills

MS Office

Adobe Acrobat

Professional communication

Education

Bachelor's degree; 4–5 years supporting lawyers/paralegals

Tools

Document management systems

Electronic signature software

Job description

Overview

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success. This position is based in our New York City office. General Description: Practice Assistants provide high-quality administrative support to a group of lawyers and professionals in a team environment, effectively and efficiently meeting Firm/client needs.

Responsibilities

• Communicate effectively and professionally with clients, lawyers, and co-workers via email, by telephone, and in person; answer telephone, providing responses to routine questions from clients and staff members, and/or route calls to appropriate lawyer or staff member; arrange conference calls and greet clients.
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of an appropriate lawyer/professional.
• Schedule domestic and foreign travel through Firm travel system, including flights, hotels, and/or car rentals.
• Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner.
• Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents; provide guidance to lawyers to ensure completed forms are prepared and submitted properly.
• Learn client-specific billing guidelines or restrictions and consistently apply them to client invoices to ensure compliance and cost-effective practices.
• Open, prioritize, and distribute mail (both paper and electronic), coordinate mailings, deliveries, copying, scanning, and printing, when appropriate.
• Enter and manage work requests from lawyers in the Firm’s workflow tool and complete according to provided deadline(s).
• Perform routine electronic and paper filing in an organized manner for easy access; photocopy, scan, compile, and distribute documents; identify and coordinate available services provided by administrative departments, including office services, the IT Help Desk, document services, accounting, billing, and records.
• Perform all file maintenance, including saving documents to the document management system.
• Assist lawyers with time entry, billing, and collection, as needed.
• Operate independently to ensure completion of assignments, which may be complex in nature or require high-level production, in an accurate and timely manner.
• Produce a high volume of work assignments in an accurate and timely manner.
• Perform clerical duties for non-legal departments, as needed.
• Special projects and duties as assigned.

Qualifications

• Advanced knowledge of Microsoft Office Suite and Adobe.
• Experience with document management systems.
• Experience with electronic signature software programs.
• Proficiency in core legal administrative assistant functions and advanced technical and communications skills.
• Ability to thrive in a fast-paced environment with demonstrated ability to coordinate multiple competing tasks and demands.
• Superb attention to detail, grammar, and punctuation, and the ability to articulate thoughts and effectively present innovative ideas and findings.
• Ability to take direction and work independently with little supervision.
• Ability to effectively work well with others.
• Effective and professional interpersonal and communication skills.
• Ability to write clearly and professionally, with excellent proofing skills.
• Strong work ethic with ability and commitment to maintain confidentiality.

Education & Experience

• Bachelor's degree; 4 – 5 years of experience supporting lawyers and paralegals with administrative or client-related tasks preferred.

Physical Requirements

• Ability to sit or stand for extended periods of time.
• Moderate or advanced keyboard usage.
• Ability to lift and carry up to thirty pounds.

Compensation and Benefits

The base salary range for this position is $44.10 - $66.20 per hour. An individual\'s actual compensation will depend on the individual\'s qualifications and experience. In addition to the base compensation, Holland & Knight provides bonus opportunities and an exceptional benefits package.

Benefits

Our goal is to promote a work environment in which individuals have access to the resources they need to be their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being. Below are the benefits we offer: comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners; life and AD&D insurance; short and long term disability insurance; tax-advantaged accounts for health care expenses, including FSAs and HSAs; FSAs for dependent care; health advocacy services; behavioral health and counseling resources for all family members; 401(k); profit sharing; backup dependent care; senior care planning support; resources for individuals with development disabilities and their caregivers; and paid holidays and other paid time off, including paid leave for new parents.

Equal Opportunity

Holland & Knight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related conditions, transgender status, and sexual orientation), national origin, age, disability, genetic information, veteran status or any other factor prohibited by law.

Applicant Accommodation & Privacy

Applicants who are interested in applying for a position and require an accommodation during the process should contact [e-mail]. Personal information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information Portal for Holland & Knight LLP\’s privacy policies.

Company Overview

Holland & Knight is proud of having built one of the largest, most respected law firms in the world today. The firm has advised clients for more than 130 years and has approximately 2,200 lawyers across the U.S. and in five international offices. We serve clients globally and are known for our extraordinary legal service, culture of excellence, and commitment to the communities in which we work. The firm employs more than 1,700 business professionals who support our lawyers and clients across technology, pricing, business development, finance, talent acquisition, marketing, information governance, cybersecurity, information technology, talent development, compliance, office administration, communications, and project management, among others. Together these roles enable our lawyers to focus on providing exceptional client service.