Practice Assistant (Hybrid)

Holland & Knight LLP; Philadelphia (Philadelphia County); On-site; USD 50,000 - 75,000; Full time

Job summary

A leading law firm is seeking a Practice Assistant in Philadelphia. This hybrid role involves providing administrative support to lawyers, managing documents, and ensuring compliance with billing guidelines. Ideal candidates will have strong communication skills and experience in a legal environment.

Benefits

Comprehensive medical plans

401(k) and profit sharing

Paid holidays and leave for new parents

Qualifications

• 4 to 5 years supporting lawyers and paralegals preferred.
• Proficiency in core legal administrative assistant functions.

Responsibilities

• Provide high quality administrative support to lawyers.
• Communicate effectively with clients and staff.
• Manage documents and prepare invoices.

Skills

Microsoft Office Suite

Adobe

Communication

Attention to Detail

Education

Bachelor’s degree

Tools

Document Management Systems

Electronic Signature Software

Job description

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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 Philadelphia office.

General Description

We are seeking a Practice Assistant to join our team. The Practice Assistant provides high quality administrative support to a group of lawyers and professionals in a team environment, effectively and efficiently meeting Firm/client needs. The Practice Assistant position is currently a hybrid role with designated days required to be in the office, which may change depending on the Firm's future needs or industry standards.

Key Responsibilities And Essential Job Functions

• 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 such as 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.
  
  

Required Skills

• 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.
• Ability to lift and carry up to 30 pounds.
  
  

Required Qualifications & Education

• Bachelor’s degree preferred.
• 4 to 5 years 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
  
  

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 is a list of just some of 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; pre-tax transit and parking program; 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.

Benefits may vary by position and office.

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.

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.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Law Practice

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