Practice Assistant Senior Team Lead

White-; Washington (District of Columbia); On-site; USD 97,600 - 146,400; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life Insurance

Disability insurance

401(k) retirement savings

Vacation time

Parental leave

Job summary

White & Case is seeking a Level 5 Senior Team Lead in Washington, DC to manage day-to-day legal secretarial operations, coordinate coverage, and supervise practice assistants. The role focuses on high-level organization, confidential handling of matters, and ensuring world-class client service within the practice floors.

Responsibilities include scheduling, performance reviews, overtime approvals, and collaboration with attorneys to optimize workflow.

Qualifications

• 5+ years’ legal secretarial experience required.
• Notary Public license is beneficial but not required.
• Foreign language capabilities are a plus.

Responsibilities

• Provide exceptional service to attorneys, clients, visitors, and colleagues; act as liaison between legal staff and admin departments.
• Manage workflow and calendars; assist with overflow and practice-related responsibilities.
• Mentor and support new Practice Assistants; participate in performance reviews and coverage planning.
• Coordinate travel, meetings, and office logistics; prepare itineraries and client bills.

Skills

Legal secretarial experience

Word processing

Education

High School Diploma

College degree (advantageous)

Job description

Our Office Operations team is at the heart of ensuring the smooth and efficient functioning of the Firm’s day-to-day operations. Our team manages the infrastructure, systems and services —both globally and locally—relating to our office workplaces, onsite and remote operational services, security, safety and a range of other areas. We provide PA support and manage document production, translation and travel services. Our team is responsible for our client-facing areas across the Firm, always seeking to ensure that clients and other visitors have an experience that is world-class. We also take the lead in running our day-to-day operations in the most environmentally sustainable way possible.Position SummaryThe Senior Team Lead takes directions from and reports to the Manager, Practice Assistant Services. The Senior Team Lead will facilitate the distribution of overflow work on the floors. TheSenior Team Lead performs a wide range of secretarial, administrative tasks and legal office procedures. The Senior Team Lead position requires the ability to perform duties of a responsible and confidential nature with the ability to multi-task for several people. A professional and courteous demeanor is expected and must be always maintained, in all situations. The Senior Team Lead will be part of, and work as a team member on the practice floor. As a team member, the Senior TeamLead will work together with teammates to provide excellent quality service to all internal and external clients including his/her assigned group of attorneys, and all attorneys on the practice floor.The Senior Team Lead position requires the ability to organize and expedite workflow of lawyer/legal staff members. The Senior Team Lead will perform any other duties as required by theFirm.Supervisory ResponsibilitiesConduct daily conversations (both in person and electronically) with team members to determine coverage needs, including lunch coverage, for the practice section. Make decisions based on these conversations to move PAs to assist at other desks within the practice section, as necessary.Monitor staff punctuality, demeanor and professionalism and keep Manager informed of any concerns; participate with Manager in conducting coaching and counseling sessions, as necessary.Participate in yearly performance review of team members, providing Manager with feedback and ratings.Conduct mid-month review of shared calendars of the practice section to begin planning coverage for planned absences in the coming week(s).Prepare and distribute emails to attorneys and PAs in the event of a PA’s unscheduled absence.Prepare and distribute the morning report.Review and approve leave requests from PAs. Capture requests in Kronos.Meet regularly with Manager to discuss progress, concerns and ideas relating to the Practice Support Team program.Review, approve and submit PA Overtime.Collaborate with PA Manager with attorney assignments.Proactively coordinates department meetings and workshops.Ambitious nature, willing to learn and develop in the roleConduct orientation sessions for associates who are receiving secretarial support for the first time, explaining procedures.Distributing days to release reports to PAs for follow up.Work with the Manager to ensure that the practice section(s) operate smoothly; keep Manager informed of any problems and discuss solutions.Identify ways and suggest plans for process improvement; identify how staff can be more fully utilized. Prepare monthly report on coverage and staff utilization within the practice section for submission to Manager.Performs other duties as assigned.Duties and AccountabilitiesCommunication, Technical & Administrative Skills:Provide exceptional service to attorneys, clients, visitors, and colleagues while serving as a liaison between legal staff and administrative departments.Communicate effectively and professionally, including managing calls, messages, workload priorities, assignment status updates, and resolving issues in a timely manner.Maintain confidentiality, exercise sound judgment, and foster positive working relationships through strong interpersonal and customer service skills.Train, mentor, and support new Practice Assistants while contributing to a collaborative team environment and assisting with overflow and practice-specific responsibilities.Prioritize and manage multiple assignments, organize workflow efficiently, meet deadlines, and adapt to changing priorities.Demonstrate proficiency in firm software applications, document management systems, communication platforms, billing and expense tools, practice-specific programs, and office equipment.Prepare, proofread, edit, transcribe, organize, and maintain accurate correspondence, documents, files, client and matter information, contacts, distribution lists, and other records in accordance with firm standards.Identify, troubleshoot, or escalate technical issues to ensure timely resolution and uninterrupted workflow.Coordinate travel, meetings, conference calls, office reservations, and other logistics while preparing itineraries, expense reports, client bills, diaries, and practice-related forms.Maintain current knowledge of firm and departmental procedures, keep reference materials updated, support library-related requests, and ensure compliance with established policies and standards.Demonstrate strong attention to detail, initiative, accountability, and a commitment to meeting or exceeding performance goals and expectations.Must be a team player and have the ability to work in a team.Foster good relationships with other members of the team.Flexible and can adapt to change in workflow requests.QualificationsThe Level 5 position requires 5+ years’ legal secretarial experience and a working knowledge of office procedures and technology.A high school diploma is necessary. A college degree is advantageous but not required. Exposure to a large international law firm is beneficial but not required. Notary Public license is beneficial but not required. Foreign language capabilities are a plus.This position requires the ability to perform word processing function up to 85% of the time on any given day; ability to use the telephone; operate dictation equipment which requires the use of hands and feet; make copies, PDFs, send faxes from convenience machines; make deliveries within the office which may involve using staircases; ability to lift files and bend or stretch to file folders in low or overhead cabinets; and possibly lift or package boxes up to 40 lbs.Location and ReportingThis role is based in the Washington, DC OfficeThis role reports to the Manager, Practice Assistant ServicesD.C salary pay range: $97,600 - $146,400This role reports toManager, Practice Assistant ServicesEqual OpportunitiesWhite & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a fair workplace. It is our Firm’s policy to recruit, employ, train, compensate and promote without regard to race, color, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.Applicants who are interested in applying for a position and require an accommodation during the process should contact [e-mail] at White & CaseWhite & Case LLP offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt roles are also performance bonus eligible.The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.Note to Recruitment AgenciesOur internal Recruitment team manages all aspects of lateral hiring. All agencies must have signed terms of business—specific to the relevant office—before submitting any candidates. CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions. If you have questions, please contact the relevant Recruitment team. We work with our preferred suppliers when engaging agencies.