Practice Assistant - Litigation

hklaw; Chicago (IL); On-site; USD 55,000 - 83,000; Full time

Job summary

Holland & Knight in Chicago is seeking a Practice Assistant to provide high-quality administrative support to a group of lawyers and professionals in a fast-paced team environment.

The role requires drafting and editing documents, managing travel, processing reimbursements, and handling billing and conflicts checks while coordinating with multiple departments. A Bachelor's degree and 4–5 years supporting lawyers are preferred.

Qualifications

• Bachelor's degree required.
• 4–5 years of experience supporting lawyers and paralegals preferred.

Responsibilities

• Communicate professionally with clients, lawyers, and staff via email, telephone, and in person.
• Create, format, edit, and manage Word, Excel, and PowerPoint documents; draft routine correspondence.
• Schedule domestic and foreign travel using firm systems; arrange flights, hotels, and car rentals.
• Process reimbursements, invoices, and check requests in a timely manner.
• Assist with time entry, billing, and collection; maintain confidentiality.

Skills

MS Office

Adobe

Document management

Electronic signatures

Communication skills

Attention to detail

Independent work

Education

Bachelor's degree

Tools

PACER

Docketing system

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:

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, 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, 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.

Litigation Experience:

• 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 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.

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 per hour. An individual's actual compensation will depend on the individual's qualifications and experience. In addition to the base compensation, Holland & Knight pr