Practice Assistant - Litigation

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

Benefits offered by this job

Medical, dental, and vision plans

401(k) plan with profit-sharing

Paid holidays and paid leave for new parents

Job summary

Holland & Knight is seeking a Practice Assistant for its Chicago office. The ideal candidate will communicate with clients and co-workers, manage documents, and provide administrative support. This role requires advanced knowledge of Microsoft Office and effective interpersonal skills.

The position offers a salary range of $40.40–$60.60 per hour based on qualifications and experience, along with an exceptional benefits package that includes medical, dental, vision, and a 401(k) plan with profit-sharing.

Qualifications

• 4–5 years of experience supporting lawyers and paralegals with administrative tasks preferred.
• Experience with electronic signature software programs.
• Ability to thrive in a fast‑paced environment.

Responsibilities

• Communicate with clients and co-workers via email, telephone, and in person.
• Create, draft, format, edit, and proofread documents.
• Schedule domestic and foreign travel and process reimbursements.

Skills

Advanced knowledge of Microsoft Office Suite and Adobe

Experience with document management systems

Proficiency in core legal administrative functions

Effective interpersonal and communication skills

Strong work ethic with commitment to maintain confidentiality

Experience preparing legal documents

Education

Bachelor’s degree

Tools

Microsoft Office Suite

PACER

Job description

Practice Assistant – Chicago

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.

Responsibilities

• Communicate effectively and professionally with clients, lawyers, and co–workers via email, telephone, and in person; answer routine questions, route 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 supervision.
• 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 for conflict checks, open new client matters, draft engagement letters, scope letters, and other required documents; guide lawyers to ensure proper completion.
• Apply billing guidelines or restrictions to client invoices consistently for compliance and cost‑effective practices.
• Open, prioritize, and distribute mail (paper and electronic), coordinate mailings, deliveries, copying, scanning, and printing as appropriate.
• Enter and manage work requests from lawyers in the firm’s workflow tool and complete them by the provided deadlines.
• Maintain electronic and paper filing systems in an organized manner; photocopy, scan, compile, and distribute documents; coordinate services from administrative departments.
• Perform file maintenance, including saving documents to the document management system.
• Assist lawyers with time entry, billing, and collection as needed.
• Operate independently to ensure accurate and timely completion of assignments, including complex tasks.
• Produce a high volume of work assignments accurately and on time.
• Perform clerical duties for nonlegal departments as needed.
• Engage in 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 communication skills.
• Ability to thrive in a fast‑paced environment with multiple competing tasks and demands.
• Superb attention to detail, grammar, and punctuation; ability to articulate thoughts and present innovative ideas and findings.
• Ability to take direction and work independently with little supervision.
• Effective interpersonal and communication skills; ability to write clearly and professionally.
• Strong work ethic with commitment to maintain confidentiality.
• General knowledge of litigation practices and court systems (district/small claims, circuit, federal, appellate).
• Expertise with PACER, electronic filing in state and federal courts, and administrative agencies.
• Experience with docketing/calendaring of case events and filing deadlines using a centralized docketing system.
• Knowledge of court procedures and where to find Local Rules of Court and Judge’s Standing Orders.
• Experience processing summonses, subpoenas, discovery requests.
• Experience preparing legal documents (pleadings, discovery, document production, memoranda) and other correspondence.
• Experience with Bates labeling and redacting documents for trial preparation; scheduling deposition, hearings, and other meetings as determined by attorneys.

Qualifications & Education

Bachelor’s degree and 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

Base salary range: $40.40–$60.60 per hour. Compensation will depend on qualifications and experience. Additionally, the firm offers bonus opportunities and an exceptional benefits package.

Benefits

• Medical (PPO and HDHP), dental, and vision plans, including coverage for domestic partners.
• Life and AD&D insurance.
• Short‑term and long‑term disability insurance.
• Tax‑advantaged accounts for health care expenses (i.e., FSAs and HSAs); FSAs for dependent care.
• Health advocacy services; behavioral health and counseling resources for all family members.
• 401(k) plan with profit‑sharing.
• Backup dependent care and senior care planning support.
• Paid holidays, paid time off, and paid leave for new parents.

Equal Opportunity Employer

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 require an accommodation during the process can contact [e-mail].