Practice Assistant - Litigation

Holland & Knight; Orlando (FL); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Comprehensive medical, dental, and vision plans

401(k) with profit sharing

Paid holidays and leave for new parents

Job summary

Holland & Knight in Orlando, FL is seeking a Practice Assistant to provide high-quality administrative support to lawyers. The role requires strong organizational skills and proficiency in Microsoft Office Suite and Adobe. Responsibilities include scheduling travel, preparing legal documents, and managing billing processes.

Ideal candidates will have a bachelor’s degree and 4-5 years of experience in legal administrative support. Holland & Knight offers comprehensive benefits including medical plans and a 401(k) with profit sharing.

Qualifications

• Proficient in Microsoft Office Suite and Adobe.
• Experience in legal document preparation and filing systems.
• Ability to manage multiple tasks and work independently.

Responsibilities

• Provide administrative support to lawyers in a team environment.
• Schedule travel and manage billing processes.
• Maintain organized electronic and physical filing systems.

Skills

Advanced knowledge of Microsoft Office Suite and Adobe

Experience with document management systems and electronic signature software

Excellent attention to detail

Strong interpersonal and professional communication skills

Ability to thrive in a fast-paced environment

Education

Bachelor’s degree preferred

4 to 5 years experience in legal administrative support

Job description

Location

Orlando, FL

General Description

We are seeking a Practice Assistant to join our team. The Practice Assistant will provide high‑quality administrative support to a group of lawyers and professionals in a team environment, effectively and efficiently meeting firm and client needs.

Key Responsibilities

• Communicate effectively and professionally with clients, lawyers, and co‑workers via email, telephone, and in person; answer routine questions and route calls to the appropriate lawyer or staff member.
• Arrange conference calls, greet clients, and provide general reception duties.
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations; draft routine business correspondence, forms, and documents under lawyer 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, and draft engagement letters, scope letters, and other required documents; guide lawyers to ensure completion and proper submission.
• Apply billing guidelines consistently to client invoices to ensure compliance and cost‑effective practices.
• Open, prioritize, and distribute mail (paper and electronic); coordinate mailings, deliveries, copying, scanning, and printing as needed.
• Enter and manage work requests from lawyers in the firm’s workflow tool and complete assignments by provided deadlines.
• Perform routine electronic and paper filing in an organized manner; photocopy, scan, compile, and distribute documents; coordinate available services from administrative departments (office services, IT Help Desk, document services, accounting, billing, 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 timely and accurate completion of assignments, including complex or high‑volume tasks.
• Perform clerical duties for non‑legal departments as needed and take on special projects or duties as assigned.

Required Skills

• Advanced knowledge of Microsoft Office Suite and Adobe.
• Experience with document management systems and electronic signature software.
• Proficiency in core legal administrative assistant functions and advanced technical and communication skills.
• Ability to thrive in a fast‑paced environment and coordinate multiple competing tasks.
• Excellent attention to detail, grammar, and punctuation; ability to articulate ideas clearly and present findings.
• Ability to take direction and work independently with minimal supervision.
• Strong interpersonal and professional communication skills.
• Strong work ethic, confidentiality, and physical ability to lift and carry up to 30 pounds.

Required Qualifications & Education

• Bachelor’s degree preferred.
• 4 to 5 years of experience supporting lawyers and paralegals with administrative or client‑related tasks.
• General knowledge of litigation practices and procedures; familiarity with court systems (district, small claims, circuit, federal, appellate).
• Expertise with PACER and other electronic filing systems for state and federal courts and administrative agencies.
• Experience with docketing, calendaring of case events, filing deadlines, and use of centralized docketing software.
• Knowledge of court procedures and local rules and ability to locate Judge’s Standing Orders.
• Experience processing summonses, subpoenas, and discovery requests.
• Experience preparing legal documents (pleadings, discovery, document production, memoranda) and other correspondence.
• Experience with Bates labeling, redacting documents for trial preparation, and scheduling court depositions, hearings, and meetings.

Physical Requirements

Ability to sit or stand for extended periods; moderate or advanced keyboard usage.

Benefits

• Comprehensive medical (PPO and HDHP), dental, and vision plans including coverage for domestic partners.
• Life and AD&D insurance; short‑ and long‑term disability insurance.
• Tax‑advantaged health care accounts (FSAs and HSAs); dependent care FSAs.
• Health advocacy services; behavioral health and counseling resources for all family members.
• 401(k) with profit sharing; backup dependent care; senior care planning support.
• Paid holidays and other paid time off, including 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.

Accommodations

Applicants who require an accommodation during the application process should contact [e-mail].

Privacy Statement

Personal information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, and will be included 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 consent to a background check is given, which includes criminal background, employment, and certifications. Please visit the Legal Information Portal for Holland & Knight LLP’s privacy policies.