Practice Support Administrative Assistant

Alabama Chapter of the American College of Cardiology; Washington (District of Columbia); On-site; USD 54,000 - 66,000; Full time

Benefits offered by this job

Medical plan

Dental

Vision

401(k) with discretionary employer

Job summary

Wiley, a leading Washington, DC law firm, has an opening for a Practice Support Administrative Assistant to support the Practice Support Department. The role includes staffing projects for attorneys, supporting department managers, coordinating onboarding, maintaining department files, intranet pages, calendars, scheduling, data analysis, and preparing documents for distribution.

The position requires strong communication, multi-tasking, and attention to detail, with proficiency in Microsoft

Qualifications

• Two- or four-year degree required.
• Minimum of one-year of office-related experience preferred.
• Law firm experience preferred.

Responsibilities

• Provide administrative support to the Practice Support team.
• Staff projects for attorneys and support department managers.
• Manage department files, calendars, and intranet pages; schedule; prepare documents.

Skills

Communication

Multi-tasking

Organization

Confidentiality

Education

Two- or four-year degree

Tools

Microsoft Office Suite

PDF editor

SharePoint

InfoDash

Chrome River

Job description

Practice Support Administrative Assistant

Wiley, a leading Washington, DC law firm, has an opening for a Practice Support Administrative Assistant to support our Practice Support Department. The Practice Support Administrative Assistant provides administrative support to the Practice Support team. Primary responsibilities include staffing projects for attorneys; supporting department managers; managing administrative processes; planning department events, seminars, and professional development opportunities; coordinating orientation for new department team members; maintaining department files, intranet pages, and calendars; scheduling; data analysis (hours, invoice reconciliation, etc.); and preparing documents for distribution.

RESPONSIBILITIES/ESSENTIAL FUNCTIONS:

• Monitor staffing distribution lists and coordinate staffing of Legal Support projects in a timely manner
• Prepare spreadsheets, memos, and reports from attendance, billable and client-chargeable hours, and training credit data
• Draft, proofread, and edit documents (e.g., department processes, quick reference guides), spreadsheets, and presentations
• Assist with onboarding new Practice Support staff (e.g., preparing orientation materials, scheduling, and participating in training sessions, maintaining contact sheets)
• Prepare and submit administrative paperwork (e.g., expense reports, invoice tracking/reconciliations, check requests)
• Verify accuracy and completeness of expense reports submitted for approval
• Attend meetings as requested and prepare and circulate minutes and action items
• Update and organize content on department intranet pages
• Schedule and coordinate all logistics for meetings, training sessions, and staff luncheons
• Maintain online database of attorney admissions information and export reports as requested
• Run light data analyses, perform research, and concisely summarize findings
• Assist with maintaining firm-administered e-filing accounts and attorney account credentials
• Update and maintain shared calendars (e.g., Outlook; SharePoint/intranet)
• Provide assistance tracking payment status of vendor invoices, eDiscovery statements of service and data usage, software licensing, and purchasing in conjunction with Accounting and IT department, as needed
• Assist with vendor outreach and scheduling as requested
• As required, perform light paralegal duties such as, binder creation, docket pulls, and proofreading

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to communicate professionally, effectively, and timely, both in oral and written form
• Ability to multi-task, prioritize/coordinate deadlines, and track progress of tasks
• Ability to organize workflow and use time efficiently
• Demonstrated attention to detail and accuracy
• Strict maintenance of confidentiality of work-related information and materials
• Must establish and maintain effective working relationships in or out of a team environment
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and PDF editor (e.g., Power PDF, Acrobat) required; aptitude for learning new software strongly preferred
• Experience with MS Copilot (or similar), expenses processing systems (e.g., ChromeRiver), intranet administration (e.g., SharePoint, InfoDash), or payroll system reporting a plus but not required
• Understands and adopts the organizational structure
• Possesses the attitude of collaboration and sharing
• Willingness to learn and adopt new methodologies
• Flexibility to work overtime on an as-needed basis

EDUCATION AND EXPERIENCE:

• Two- or four-year degree required
• Minimum of one-year of office related experience preferred
• Law firm experience preferred

OTHER DUTIES:

This description outlines the basic requirements of this position. It is not intended to be a complete description as other duties may be assigned.

The base salary for this position is $60,000 annually. Actual salary will be determined based on skills, experience (to the extent relevant) and other job-related factors, consistent with applicable law.

BENEFITS:

• medical and prescription drug plan coverage
• dental
• vision
• flexible spending and health savings accounts
• life insurance
• 401(k) retirement plan with firm discretionary contribution
• generous paid time off (PTO) package plus ten firm paid holidays
• access to state of the art on-site fitness facilities and locker rooms and wellness programming
• paid parental leave
• subsidized backup child/elder care
• and more

*Wiley is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity or expression, genetic information, military and veteran status, personal appearance, family responsibilities, political affiliation, matriculation status, credit information, status as a victim or family member of a victim of domestic violence, a sexual offense or stalking, homeless status, or any other characteristic protected by applicable law.

**This Organization Participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.