Practice Assistant - Private Clients

Nixon Peabody LLP; Boston (MA); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Nixon Peabody LLP in Boston, MA is seeking a Practice Assistant to support a group of partners, counsel, and associates. The PA will manage calendars, prepare documents, answer phones, and handle administrative tasks across firm applications.

The role requires 3+ years in a law firm, a Bachelor's degree (Notary preferred), strong communication, proofreading, and MS Office skills. Initial onsite training, then hybrid work options are available.

Qualifications

• 3+ years of relevant experience within a law firm setting.
• Bachelor’s Degree required. Experience in lieu of a degree will be considered.
• Notary Public certification preferred.
• Excellent communication skills, both verbal and written.
• Attention to detail with the ability to handle difficult situations and meet deadlines.
• Interpersonal skills with the ability to work with personnel at all levels.
• Strong proofreading and editing skills.
• Proficient in Microsoft Office Suite (Excel and Power Point).
• Ability to work independently with minimal supervision.
• Demonstrated ability to handle multiple tasks concurrently.
• Willingness to learn new skills involving Litigation law.

Responsibilities

• Provide high-level practice- and client-facing administrative support for assigned timekeepers and others as requested.
• Proactively managing calendars, ensuring all details are anticipated and well-coordinated.
• Preparing documents quickly and accurately; proofreading own and others' work.
• Answering phones promptly with a friendly, professional tone and gathering information for messages.
• Maintaining up-to-date desk procedures and knowledge of attorney preferences.

Skills

Communication

Attention to detail

Interpersonal skills

Research

Proofreading

Office Suite (Excel/PowerPoint)

Education

Bachelor's degree

Notary Public certification (preferred)

Job description

Job Description

The Practice Assistant ("PA") provides support to an assigned group typically comprised of partners, counsel, senior associates, professional specialists and others on a case-by-case basis. PAs are cross trained to support other similar groups as well as his/her assigned group. PAs are part of an onsite support team that requires a level of in-office support to meet the overall business needs of the firm. The initial training period requires an onsite schedule, 5 days in office, Monday through Friday. A hybrid work schedule is available once training is complete.

A career at Nixon Peabody is the opportunity to do work that matters. It’s the chance to use your knowledge to shape what’s ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We’ve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you’re someone who’s looking toward the future, we’d love to hear from you.

Location

Boston, MA

• Provide high-level practice- and client-facing administrative support for assigned timekeepers and others as requested. The Assistant is both proactive and highly responsive, effectively and efficiently managing workload as well as requests for information.
• Preparing documents quickly and accurately; proofreading own and others' work; offering suggestions for improving work and/or processes; answering phones promptly with a friendly, professional tone, gathering information sufficient to prepare helpful, timely, accurate messages; promptly performs administrative tasks in InterAction, Workshare, Chrome River and other firm applications
• Proactively managing calendars, ensuring all details are anticipated, arranged and well-coordinated, including, among other things, all meeting logistics (AV requirements, catering, other special needs); proactively informing callers when an attorney will be available to return a call; maintaining overall knowledge of the status of ongoing cases; anticipating next steps and preparing for them in advance; proactively preparing for court filings, including arranging for court fee checks; opening new matters and preparing engagement letters; maintaining up-to-date contact list for assigned attorneys; assist in tracking CLE requirements and attorney renewals for various legal organizations and courts.
• Creating positive outcomes by executing well, following through, and being accountable; seeking challenges and embracing change; supporting practice development initiatives such as on-site events and monitoring attorney social media accounts, and handling other tasks related to managing attorneys’ client relationships; maintaining up-to-date desk procedures, including unique preferences or requirements of individual attorneys and clients.
• Preparing or coordinating services for copy and print jobs, reviewing for accuracy; sending faxes; coordinating mail/shipping needs, exercising judgment as to methods; maintaining current, well organized files, periodically reviewing and preparing files for offsite storage.
• Displaying a cooperative spirit and fostering a positive work environment; working collaboratively as part of the support team, proactively backing up other team members; ensuring accuracy and completeness of all work being produced by a team of which he/she is a part; assisting co-workers with overflow; assisting time entry and billing staff with the production of timesheets and bills; coordinating with firm’s travel services group to arrange travel plans for assigned timekeepers; processing expenses and invoices promptly and with correct coding.
• Works independently with confidence, knows when to reach for supervision; conveys a poised, positive, professional image to clients; attorneys, staff and visitors, and takes pride in representing the firm.
• Identifies his/her own training needs and actively pursues professional development; seeks up-to-date knowledge of jurisdictional rules relevant to assigned attorneys; proactively shares knowledge with and provides guidance to other members of the support team.
• Embraces new technical solutions and incorporates them into new and existing processes; attends firm-sponsored training to maintain required skill level of software applications.
• Perform other duties as assigned.

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

• 3+ years of relevant experience within a law firm setting.
• Bachelor’s Degree required. Experience in lieu of a degree will be considered.
• Notary Public certification preferred.
• Excellent communication skills, both verbal and written.
• Attention to detail with the ability to handle difficult situations and meet varying deadlines.
• Interpersonal skills with the ability to work with personnel at all levels.
• Strong research, proofreading and editing skills.
• Proficient in Microsoft Office Suite (i.e. Excel and Power Point).
• Ability to work independently with minimal supervision.
• Demonstrated ability to handle multiple tasks concurrently.
• Willingness to learn new skills involving Litigation law.

Nixon Peabody LLP is an Equal Opportunity / Affinative Action Employer: Disability / Veteran. Nixon Peabody is committed to creating a fair workplace and does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, or any other characteristic protected by applicable law.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows:

• Boston, MA: $70,000 to $100,100

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range(s) are Nixon Peabody’s good faith estimate of the annual salary(ies) it reasonably expects to pay for the position at the time of this posting.