Practice Assistant - Private Wealth Services

Holland & Knight; Chicago (IL); On-site; USD 56,000 - 83,000; Full time

Benefits offered by this job

Comprehensive benefits

Paid holidays and time off

401(k) and profit sharing

Professional development support

Job summary

Holland & Knight is seeking a Practice Assistant to provide high-quality administrative support to a group of lawyers in a fast-paced Chicago office. The role includes drafting documents, managing correspondence, scheduling travel, and handling billing-related tasks under supervision.

Responsibilities cover client interactions, document preparation, office operations, and collaboration with several departments to ensure efficient service and compliance with firm policies.

Qualifications

• Bachelor's degree; 4–5 years of experience supporting lawyers and paralegals preferred.
• Advanced knowledge of Microsoft Office Suite and Adobe.
• Experience with document management systems and electronic signature software.
• Ability to manage time entry, billing, and client communications.

Responsibilities

• Communicate professionally with clients, lawyers, and staff via email, phone, and in person.
• Answer telephone and route calls; provide routine responses to inquiries.
• Arrange conference calls and greet clients.
• Draft, format, edit, and proofread Word documents, Excel sheets, and PowerPoint presentations.
• Schedule domestic and foreign travel; manage travel arrangements.

Skills

MS Office

Adobe

Document management

Electronic signatures

Attention to detail

Independent work

Interpersonal skills

Education

Bachelor's degree

4–5 years experience supporting lawyers

Tools

Document management systems

Docketing/calendaring 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.

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, 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.
• Knowledge of administrative or client-related tasks in trusts, estates, and probate litigation.
• Knowledge of estate planning document signing process, procedures and preparing documents for execution.
• Understanding of estate planning terminology.
• Knowledge of state court civil, probate and family filing procedures.
• Experience with docketing/calendaring of case events/filing deadlines using a centralized docketing system or software.
• Collaborate with team to conduct research and analyze documents to prepare for proper filing of documents with regulatory authorities (CSC).
• Ability to attend execute estate planning documents.
• Experience being a Notary is helpful.

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 provides bonus opportunities and an exceptional benefits package.

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, 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;
• and 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.

Applicants who are interested in applying for a position and require an accommodation during the process should contact [e-mail].

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

Holland & Knight is proud of having built one of the largest, most respected law firms in the world today. Holland & Knight has been advising clients for more than 130 years and has approximately 2,200 lawyers across the U.S. and in five international offices. Holland & Knight services clients globally. Known for our extraordinary legal service to clients, our culture of excellence, and our commitment to the communities in which we work, we are a firm of people who truly believe in what we do. We invite you to experience what Holland & Knight has to offer. It takes more than lawyers to build a great law firm and, as a result, the firm employs more than 1,700 business professionals.

Business professionals play a pivotal role in the firm by planning and implementing strategic initiatives to enhance the firm’s capabilities and drive growth. The firm employs business professionals in many different areas, including technology innovation, pricing, business development, finance, talent acquisition, marketing, information governance, cybersecurity, information technology, talent development, compliance, office administration, communications, and project management, just to name a few. Additionally, the firm employs many paralegals and practice assistants who directly support our lawyers and clients. Together, these roles form the infrastructure that allows our lawyers to focus on providing exceptional client service.