Practice Assistant - Litigation

Holland & Knight LLP; Chicago (IL); On-site; USD 55,655 - 83,482; Full time

Benefits offered by this job

Comprehensive medical, dental, and vision plans

401(k) and profit sharing

Paid holidays and time off

Job summary

Holland & Knight LLP in Chicago is seeking a Practice Assistant to provide high-quality administrative support to lawyers. The successful candidate will manage documents, coordinate travel, and perform clerical duties, ensuring compliance with legal practices.

The role requires a Bachelor's degree and 4-5 years of relevant experience, along with advanced skills in Microsoft Office. The position offers a competitive hourly salary and comprehensive benefits.

Qualifications

• 4 – 5 years of experience supporting lawyers and paralegals preferred.
• Ability to thrive in a fast-paced environment with multiple competing tasks.
• Strong work ethic and commitment to confidentiality.

Responsibilities

• Provide administrative support to lawyers and professionals.
• Manage documents and correspondence effectively.
• Coordinate travel and reimbursements in a timely manner.

Skills

Advanced knowledge of Microsoft Office Suite and Adobe

Experience with document management systems

Proficiency in core legal administrative assistant functions

Attention to detail and grammar

Effective and professional communication skills

Education

Bachelor's degree

Tools

PACER and electronic filing systems

Job description

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 Chicago office.

General Description

We are seeking a Practice Assistant to join our team. 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.

Key Responsibilities And Essential Job Functions

• Communicate effectively and professionally with clients, lawyers, and co-workers via email, telephone, and in person; answer calls, provide routine responses, route calls to appropriate parties, arrange conference calls, and greet clients.
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of an appropriate lawyer or professional.
• Schedule domestic and foreign travel through the Firm travel system, including flights, hotels, and 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 them 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 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.
• General knowledge of litigation practices and procedures; knowledge of court systems (general district/small claims, circuit, federal, appellate).
• Expertise with PACER and other electronic filing in state and federal courts, and administrative agencies.
• Experience with docketing/calendaring of all case events/filing deadlines using a centralized docketing system/software.
• Knowledge of court procedures, and where to find Local Rules of Court and Judge’s Standing Orders.
• Experience processing summonses, subpoenas, discovery requests.
• Experience with preparing legal documents (pleadings, discovery, document production materials, memoranda) and other correspondence.
• Experience with Bates labeling and redacting documents for trial preparation; experience scheduling court depositions, hearings, and other meetings as determined by attorney.

Required Qualifications & Education

• 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.

The base salary range for this position is $40.40-$60.60/hr. An individual's actual compensation will depend on the individual's qualifications and experience. In addition, 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 developmental disabilities and their caregivers; and paid holidays and other paid time off, including paid leave for new parents.

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.

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.