Practice Team Assistant

Cadwalader, Wickersham & Taft LLP; Charlotte (NC); On-site; USD 95,000 - 110,000; Full time

Job summary

Join a forward-thinking law firm as a Practice Team Assistant, where you'll provide essential administrative support to timekeepers and secretaries. This role involves organizing interoffice communications, managing travel expenses, and ensuring all documents are accurate and well-prepared. The ideal candidate will possess a bachelor’s degree and demonstrate exceptional problem-solving and interpersonal skills. This is a fantastic opportunity to grow within a prestigious legal environment while contributing to a dynamic team. If you thrive in fast-paced settings and are ready to make a mark in your career, this position is perfect for you.

Qualifications

• Bachelor's degree required; experience in the legal field preferred.
• Strong problem-solving and multitasking abilities are essential.

Responsibilities

• Provide administrative support for projects and duties in the practice group.
• Handle confidential information with discretion and professionalism.

Skills

Problem-solving skills

Decision-making skills

Verbal communication

Written communication

Interpersonal skills

Detail-oriented

Adaptability

Multitasking

Education

Bachelor's degree

Tools

Outlook

iManage

Excel

EMS

Job description

The Practice Team Assistant (PTA) is primarily responsible for providing administrative support for various projects and duties in support of the timekeepers and secretaries in the assigned practice group(s). Specific duties include, but are not limited to, the following:

1. Open and organize all interoffice mail for team members.
2. Answer timekeeper phones as necessary.
3. Greet visitors; escort them to appropriate meeting rooms and provide them with amenities as needed.
4. Provide high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence for signature, arranging conference calls, setting up web meetings, retrieving corporate documents and updating contact databases.
5. Review all documents prepared for accuracy, completeness, grammar, and syntax.
6. Handle confidential and sensitive information with the appropriate discretion; perform to earn supervisors’ full confidence and trust in all interactions.
7. As requested by Practice Group Mentor, schedule, coordinate and confirm meeting space and relevant attendees for team members’ meetings.
8. Prepare and process expenses in ChromeRiver, in accordance with accounting guidelines.
9. Track relevant travel and expense receipts. File and track reimbursements, credits, and refunds through to completion.
10. Prepare documents to support team members with overflow work which may include revisions, edits, and proofreading end product.
11. Enter Daily Time Entry on a daily basis. As requested, maintain file copies of released time.
12. Create and maintain files, including chronological files and indexes not stored in Records Department.
13. Under the direction of the Practice Group Mentor, keep all files up-to-date and organized. Ensure materials are forwarded to the Records Dept. as necessary.
14. Complete all document processing and correspondence assignments accurately and within timekeepers’ stated timeframes.
15. Coordinate with Office Services any courier and copy/mail requests as needed.
16. Copy documents that are not appropriate to send to Office Services.
17. Responsible for printing large PDF documents and emails.
18. Coordinate and assist with other special projects as required.
19. Assist other team members and timekeepers with various administrative tasks.
20. All other duties as assigned or required.

Experience and Qualifications

1. Proficiency following orientation and training in Outlook, iManage, Excel, EMS and other firm applications.
2. Strong problem-solving skills and decision-making skills and ability to follow complex instructions.
3. Ability to interact in a professional, cooperative and tactful manner with clients, co-workers and others both in person and on the telephone.
4. Detail-oriented and adaptable.
5. Punctual.
6. Pleasant and professional demeanor with clear speaking voice.
7. Excellent verbal, written, organization, computer, and interpersonal skills.
8. Ability to multitask, solve problems and handle confidential matters with diplomacy and tact.
9. Ability to work in a fast-paced environment.
10. Availability to work overtime as required.

Reporting to the Director of Office Operations, the ideal candidate will have a bachelor’s degree and experience or interest in working in the legal field.

The anticipated annual base salary range for this position is $95,000 to $110,000. The actual base salary offered will depend on a variety of factors, including without limitation, the qualifications of the applicant, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location from which the applicant will be performing the job.

EEOC: Cadwalader is an equal opportunity employer. We offer opportunities to all qualified persons regardless of race, (including traits historically associated with race, such as, but not limited to, hair texture and protective hairstyles), color, religion, sex, gender, sexual orientation, gender identity and expression, pregnancy (including childbirth, lactation, and related medical conditions), reproductive health decisions, national or ethnic origin, age, disability, marital status, status as a veteran, genetic information or predisposition, or status in any group protected by applicable federal, state or local law.

It's your career. Make history at Cadwalader.