Practice Assistant - Transactional

hklaw; San Francisco (CA); Hybrid; USD 61,000 - 91,000; Full time

Benefits offered by this job

Bonus opportunities

Excellent benefits package

Hybrid work schedule

Job summary

Holland & Knight is seeking a Practice Assistant in San Francisco to deliver high-quality administrative support to a team of lawyers. The role is hybrid, with four days in the office and one day remote, supporting scheduling, travel, billing, and document management.

You will draft documents, manage conflicts, and assist with time entry and billing while maintaining confidentiality and a strong work ethic in a fast-paced environment.

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 with multiple tasks.

Responsibilities

• Communicate professionally with clients, lawyers, and staff by email, phone, or in person.
• Handle multiple and competing scheduling requests with calm efficiency.
• Coordinate domestic and foreign travel in the Firm travel system.
• Process reimbursements, invoices, and check requests promptly.
• Assist with conflict checks, new matters, and engagement letters.
• Ensure client billing guidelines are applied to invoices.
• Open, prioritize, and distribute mail and coordinate document handling.
• Draft and format Word, Excel, and PowerPoint documents under supervision.
• Enter work requests in the Firm's workflow tool and meet deadlines.
• File and organize documents; coordinate services across departments.
• Support time entry, billing, and collections as needed.
• Operate independently to complete assignments accurately and timely.

Skills

MS Office

Adobe Suite

Administrative support

Communication skills

Time management

Attention to detail

Confidentiality

Education

Bachelor's degree

4-5 years experience supporting lawyers

Tools

Document management systems

Electronic signature software

Firm travel systems

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 located in our San Francisco office.

General Description: We are seeking a Practice Assistant to join our team. The Practice Assistant will be responsible for providing high-quality administrative support to a group of lawyers and professionals in a team environment, effectively and efficiently meeting Firm/client needs. The Practice Assistant position is currently a hybrid role with designated days required to be in the office, which may change depending on future needs of the Firm or industry standards. The current schedule is four days in office, and one day work from home.

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.
• This particular position provides a higher-than-normal scheduling for a busy practitioner. Ability to effectively handle multiple, and often competing schedules requests with confidence and a calm demeanor required.
• 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.
• 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.
• 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 administrative assistant functions and advanced 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.

Preferred Qualifications & Education

• Bachelor's degree OR
• 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 $44.10 - $66.20 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: Our goal is to promote a work environment in which individuals have access to the resources they need to be their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being.