Practice Assistant - Litigation

Holland & Knight; Portland (OR); 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 time off

Short and long-term disability insurance

Job summary

Holland & Knight in Portland is seeking a Practice Assistant – Litigation to provide high-quality administrative support in a dynamic legal environment. The role involves efficient communication, document management, and travel coordination while adhering to client billing guidelines.

Ideal candidates will have a Bachelor’s degree, 4-5 years of relevant experience, and strong skills in Microsoft Office. A commitment to confidentiality and exceptional attention to detail are crucial for success in this role.

Qualifications

• Bachelor’s degree and extensive experience supporting lawyers and paralegals.
• Advanced knowledge of Microsoft Office Suite and electronic filing platforms.
• Proficiency in coordinating multiple tasks in a fast-paced environment.

Responsibilities

• Provide administrative support in a fast-paced legal environment.
• Schedule travel and manage billing tasks.
• Draft and edit legal documents under lawyer supervision.

Skills

Advanced knowledge of Microsoft Office Suite

Strong attention to detail

Independent work capability

Proficiency in legal administrative functions

Experience with document management systems

Excellent communication skills

Education

Bachelor’s degree

4–5 years of relevant experience

Tools

Adobe Acrobat

Job description

Overview

The Practice Assistant – Litigation will provide high‑quality administrative support to a group of lawyers and professionals in the Portland office of Holland & Knight. The role requires efficient communication with clients, lawyers, and staff, organization of documents, coordination of travel and billing, and management of clerical and legal administrative tasks in a fast‑paced environment.

Key Responsibilities and Essential Job Functions

• Communicate professionally via email, telephone, and in person; answer routine client queries, route calls to the appropriate lawyer or staff member, and arrange conference calls.
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations; draft routine business correspondence under lawyer supervision.
• Schedule domestic and foreign travel using the Firm’s travel system, including flights, hotels, and car rentals.
• Prepare, organize, and process reimbursements, invoices, and check requests promptly.
• Collect and prepare information for conflict checks, open new matters, and draft engagement letters, scope letters, and other required documents; ensure proper completion and submission.
• Apply client‑specific billing guidelines consistently to invoices to ensure compliance.
• Open, prioritize, and distribute mail (paper and electronic); coordinate mailings, deliveries, copying, scanning, and printing as needed.
• Enter and manage work requests in the Firm’s workflow tool and complete them by the provided deadlines.
• Perform routine electronic and paper filing in an organized manner; photocopy, scan, compile, and distribute documents; coordinate available administrative services (office, IT Help Desk, document services, accounting, billing, records).
• Maintain file storage in the document management system and assist lawyers with time entry, billing, and collections.
• Operate independently to complete assignments, including complex tasks that require high-level production, with accuracy and timeliness.
• Perform clerical duties for non‑legal departments as needed and undertake special projects as assigned.

Litigation Experience

• General knowledge of litigation practices and procedures; familiarity with general district/court, circuit, federal, and appellate court systems.
• Expertise with PACER and other electronic filing platforms for state and federal courts and administrative agencies.
• Experience with docketing/calendaring of case events, filing deadlines using a centralized docketing system/software.
• Knowledge of court procedures, Local Rules of Court, Judge’s Standing Orders, and the ability to locate them.
• Experience processing summonses, subpoenas, discovery requests, and preparing legal documents (pleadings, discovery, production materials, memoranda).
• Familiarity with Bates labeling, redacting documents for trial preparation, and scheduling court depositions, hearings, and meetings.

Required Skills

• Advanced knowledge of Microsoft Office Suite and Adobe Acrobat.
• Experience with document management systems and electronic signature software.
• Proficiency in core legal administrative functions and advanced technical and communication skills.
• Ability to coordinate multiple competing tasks in a fast‑paced environment.
• Strong attention to detail, grammar, punctuation, and clear professional writing.
• Independent work capability with minimal supervision and strong teamwork skills.
• Commitment to confidentiality and a strong work ethic.

Required Qualifications & Education

Bachelor’s degree and 4–5 years of experience supporting lawyers and paralegals with administrative or client‑related tasks.

Physical Requirements

• Ability to sit or stand for extended periods.
• Moderate or advanced keyboard usage.
• Ability to lift and carry up to thirty pounds.

Benefits

• 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 (FSAs and HSAs), including 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.
• Resources for individuals with developmental disabilities and their caregivers.
• Paid holidays and other paid time off, including paid leave for new parents.

Equal Opportunity Employment

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.

If you require an accommodation during the application process, please contact [e-mail].