Practice Assistant - Litigation

Holland & Knight LLP; Nashville (TN); On-site; USD 52,000 - 75,000; Full time

Benefits offered by this job

Comprehensive medical benefits

Dental and vision plans including for/

Life and AD&D insurance

Short and long term disability

401(k) and profit sharing

Paid time off including holidays

Job summary

Holland & Knight LLP is seeking a Practice Assistant to provide high-quality administrative support to a team of lawyers in Nashville. The role includes drafting documents, managing travel, processing reimbursements, and assisting with billing and time entry.

Strong MS Office and document management skills are essential. Ideal candidates will have a Bachelor's degree and 4–5 years of experience supporting legal professionals, with a proven ability to multitask and maintain confidentiality in a

Qualifications

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

Responsibilities

• Communicate effectively with clients, lawyers, and staff by email, phone, and in person; greet clients and route calls.
• Draft, format, edit, and proofread documents; prepare routine correspondences and forms.
• Schedule domestic and foreign travel; manage travel arrangements.
• Process reimbursements, invoices, and check requests promptly.
• Assist with time entry, billing, and collection tasks as needed.
• Operate independently to complete assignments accurately and on time.
• Perform clerical duties for non-legal departments as needed.

Skills

Interpersonal communication

Multitasking

Professional writing

Attention to detail

Confidentiality

Team collaboration

Education

Bachelor's degree

Tools

Microsoft Office Suite

Adobe Acrobat

Document management systems

Electronic signature software

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.

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, 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.

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.

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&DD 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
• 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.