Practice Assistant – Transactional

Jobtailor; San Francisco (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

Jobtailor in San Francisco seeks an experienced Administrative Assistant to support a team of lawyers and professionals. You will handle scheduling, travel, reimbursements, and document preparation while ensuring confidentiality and accuracy.

The role requires strong Microsoft Office skills, document management experience, and the ability to work independently in a fast-paced environment. Attention to detail and effective communication are essential.

Qualifications

• Advanced knowledge of Microsoft Office Suite and Adobe.
• Experience with document management systems.
• Experience with electronic signature software programs.
• Proficiency in administrative assistant functions and advanced communications skills.
• Ability to thrive in a fast-paced environment and coordinate multiple competing tasks and demands.
• Superb attention to detail, grammar, and punctuation.
• Ability to articulate thoughts and effectively present innovative ideas and findings.
• Ability to take direction and work independently with little supervision.
• Ability to work effectively with others.
• Effective and professional interpersonal and communication skills.
• Ability to write clearly and professionally, with excellent proofing skills.
• Strong work ethic and commitment to maintaining confidentiality.
• Bachelor's degree OR 4–5 years of experience supporting lawyers and paralegals with administrative or client-related tasks preferred.

Responsibilities

• Provide high-quality administrative support to a group of lawyers and professionals in a team environment.
• Communicate with clients, lawyers, and co-workers via email, telephone, and in person.
• Answer telephone calls, respond to routine questions, route calls, arrange conference calls, and greet clients.
• Manage a higher-than-normal volume of scheduling for a busy practitioner.
• Handle multiple competing scheduling requests.
• Schedule domestic and foreign travel, including flights, hotels, and car rentals.
• Prepare, organize, and process reimbursements, invoices, and check requests.
• Collect and prepare information for conflict checks, open new client matters, and draft engagement letters, scope letters, and other documents.
• Guide lawyers in completing and submitting required forms.
• Apply client-specific billing guidelines to client invoices.
• Open, prioritize, and distribute paper and electronic mail.
• Coordinate mailings, deliveries, copying, scanning, and printing.
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations.
• Draft routine business correspondence, forms, and documents under lawyer/professional supervision.
• Enter and manage lawyer work requests in the Firm's workflow tool and complete them by deadlines.
• Perform electronic and paper filing and maintain files in the document management system.
• Photocopy, scan, compile, and distribute documents.
• Coordinate services from office services, IT Help Desk, document services, accounting, billing, and records.
• Assist lawyers with time entry, billing, and collection.
• Complete complex or high-volume assignments accurately and promptly.
• Perform clerical duties for non-legal departments
• Handle special projects and assigned duties

Skills

Scheduling

Reimbursement Processing

Drafting Legal Documents

Time Entry

Proofreading

Attention to Detail

Effective Communication

Independent Work

Education

Bachelor's degree

Tools

Document Management System

Electronic Signature Software

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

• Provide high-quality administrative support to a group of lawyers and professionals in a team environment
• Communicate with clients, lawyers, and co-workers via email, telephone, and in person
• Answer telephone calls, respond to routine questions, route calls, arrange conference calls, and greet clients
• Manage a higher-than-normal volume of scheduling for a busy practitioner
• Handle multiple competing scheduling requests
• Schedule domestic and foreign travel, including flights, hotels, and car rentals
• Prepare, organize, and process reimbursements, invoices, and check requests
• Collect and prepare information for conflict checks, open new client matters, and draft engagement letters, scope letters, and other documents
• Guide lawyers in completing and submitting required forms
• Apply client-specific billing guidelines to client invoices
• Open, prioritize, and distribute paper and electronic mail
• Coordinate mailings, deliveries, copying, scanning, and printing
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations
• Draft routine business correspondence, forms, and documents under lawyer/professional supervision
• Enter and manage lawyer work requests in the Firm's workflow tool and complete them by deadlines
• Perform electronic and paper filing and maintain files in the document management system
• Photocopy, scan, compile, and distribute documents
• Coordinate services from office services, IT Help Desk, document services, accounting, billing, and records
• Assist lawyers with time entry, billing, and collection
• Complete complex or high-volume assignments accurately and promptly
• Perform clerical duties for non-legal departments
• Handle special projects and assigned duties

Requirements

• Advanced knowledge of Microsoft Office Suite and Adobe
• Experience with document management systems
• Experience with electronic signature software programs
• Proficiency in administrative assistant functions and advanced communications skills
• Ability to thrive in a fast-paced environment and coordinate multiple competing tasks and demands
• Superb attention to detail, grammar, and punctuation
• Ability to articulate thoughts and effectively present innovative ideas and findings
• Ability to take direction and work independently with little supervision
• Ability to work effectively with others
• Effective and professional interpersonal and communication skills
• Ability to write clearly and professionally, with excellent proofing skills
• Strong work ethic and commitment to maintaining confidentiality
• Bachelor's degree OR 4–5 years of experience supporting lawyers and paralegals with administrative or client-related tasks preferred
• Ability to sit or stand for extended periods
• Moderate or advanced keyboard usage
• Ability to lift and carry up to thirty pounds

Core Competencies

Demonstrates advanced proficiency in Microsoft Office Suite and Adobe, along with strong administrative support capabilities in a legal environment. Excels in communication, organization, and attention to detail while managing multiple tasks and deadlines effectively.

Highest-signal resume keywords

• Advanced Microsoft Office Suite
• Document Management Systems
• Electronic Signature Software
• Administrative Assistant Functions
• Interpersonal Communication Skills

ATS Optimization Keywords

Hard Skills

• Scheduling
• Reimbursement Processing
• Drafting Legal Documents
• Time Entry
• Proofreading

Soft Skills

• Attention to Detail
• Effective Communication
• Ability to Work Independently
• Strong Work Ethic
• Interpersonal Skills

Industry Keywords

• Legal Administrative Support
• Client Management
• Billing Guidelines
• Confidentiality
• Fast-Paced Environment

Tools & Technologies

• Document Management System
• Electronic Signature Software
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint