Senior Practice Assistant

K&L Gates

New York (NY)

On-site

USD 82,000 - 137,000

Full time

14 days+

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Benefits offered by this job

Medical/Prescription Drug Coverage

401(k) Retirement Plan

Paid Time Off

Flexible Spending Accounts

Professional Development Opportunities

Job summary

A globally recognized law firm in New York seeks a Senior Practice Assistant to support partners and manage complex administrative tasks. This role involves preparing legal documents, coordinating filings, and ensuring quality client service. Ideal candidates possess excellent communication skills and experience in a law firm setting. The position offers competitive compensation and a comprehensive benefits package.

Qualifications

Positive attitude and team synergy.
Excellent organization and multitasking skills.
Maintaining confidentiality and discretion.

Responsibilities

Manage complex administrative tasks for lawyers.
Prepare and coordinate court and legal filings.
Assist with new business intake process.

Skills

Excellent client service skills

Strong communication skills

Ability to work independently

Attention to detail

Education

Experience in a law or professional services firm

Tools

Microsoft Office Suite

Document management system

Billing applications

Job description

We are looking for smart, imaginative and hard‑working people with diverse backgrounds, experiences, and ideas to join K&L Gates. Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

Job Summary

Senior Practice Assistants work directly with multiple partners and senior associates in the New York office to manage lawyers’ practices and complete complex administrative tasks. Those in this role serve as key representatives and thought partners for their supported lawyers, practice areas, and teams. They possess and utilize knowledge of practice‑area‑specific processes, legal terminology, and client requirements to identify and resolve issues. They work with lawyers, other timekeepers, and firm departments to achieve continuity of client service.

Key Responsibilities

Creating, editing, and proofreading correspondence and practice‑area‑specific legal documents; generating document comparison reports, document and binder assembly, and mailings.
Creating and editing charts and spreadsheets containing basic formulas.
Creating and editing PowerPoint presentations.
Responding to general client inquiries (billable or non‑billable) and meeting client requests and expectations in a timely and consistent manner (e.g., document revisions, scanning records to PDF, applying naming conventions to files, photocopying).
Preparing and coordinating court and other legal filings (physical and ECF).
Providing trial and hearing support.
Assisting with new business intake process (submitting conflict checks, drafting file opening requests, drafting engagement letters).
Maintaining an organized system for electronic files, including scanning files and running critical checks to ensure files and records are saved properly to the firm’s document management system.
Maintaining an organized system for physical files including intake, retention, retrieval, and transfer of records.
Coordinating, entering, and editing daily time recording for timekeepers.
Preparing monthly client invoices (including reviewing bill narratives and making edits, critical attention to pertinent details such as billing rates, client billing requirements, applicable discounts, etc., forwarding to and following up with reviewers, submission, status tracking, and transmittal to clients).
Understanding and drafting alternative fee arrangements.
Working with lawyers to produce client and matter budgets, track payments received and status of collections, assisting with collection efforts.
Preparing and submitting expense reimbursement reports.
Coding and submitting vendor invoices for payment.
Utilizing other firm resources, such as internal library, Internet, etc., to perform research.
Assisting with administrative support such as Continuing Legal Education tracking, attorney licensing renewals, etc.
Coordinating arrangements, logistics, and obtaining required approvals for domestic and international travel utilizing the firm’s travel provider.
Answering and placing telephone calls, maintaining timekeeper calendars and client contact lists, scheduling meetings, and coordinating logistics.
Assisting with training and providing orientation for new and/or less experienced staff members.
Assisting other practice assistants and senior practice assistants with overflow work, providing back‑up legal and/or reception support, providing support at client services functions and events.
Providing occasional marketing and business development support.
Performing other relevant administrative duties as directed by manager, lawyers, practice area leaders, coordinators, or department heads to assist with practice development initiatives and project work.

Experience & Skills

Excellent client service skills.
Positive attitude and team synergy.
Developing and maintaining effective relationships with internal and external clients.
Excellent communication skills (oral and written), including strong spelling and grammar; ability to listen, remind, suggest, offer assistance to colleagues and lawyers, and share information clearly and professionally; coordinate across teams and departments to improve business results (billing, accounting, marketing, new business intake, records, IT, global support teams).
Using reliable judgment and analytical skills and demonstrating flexibility in approach to decision‑making and problem resolution to achieve positive business results.
Ability to work independently, organize, prioritize, multi‑task, meet deadlines, and exhibit attention to detail.
Capability of understanding and following specific, detailed instructions in oral and written form.
Maintaining confidentiality when performing complex legal administrative tasks that may be highly sensitive and require diplomacy and discretion.
Taking advantage of professional development opportunities and training to maintain up‑to‑date knowledge and increase functional expertise.
Maintaining an organized, secure workstation and filing area.
Previous experience in a similar role within a medium to large law or professional services firm working for multiple timekeepers is a plus.

Technical & Business Tools

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Document management system such as iManage.
Document template and processing systems such as Forte, Litera Compare.
Expense reimbursement and vendor invoice payment systems such as Concur, Basware.
Billing applications such as Intapp Time, Paperless Proforma, Elite Enterprise, 3E.
File management systems such as FileTrail.
Portable Document Format (PDF) editor software such as Adobe Acrobat Pro.
Other business process applications such as Metastorm, DocuSign, eFax, PS Ship.
Typing speed of 65 words per minute or above.
Occasional overtime work may be required according to practice or business needs.
Position operates in an office setting and is largely sedentary; routine use of a computer and other standard office equipment is required. Ability to open file cabinets, lift files, bend, and stand on a stool may also be required.

Compensation

Salary $82,000 – $137,000 (to be determined during the interview process and will vary based on prior experience, relevant expertise, current business needs, and market factors).

About the Firm

K&L Gates is a fully integrated global law firm with lawyers located across five continents in more than 40 offices. We have experienced dramatic growth in the past decade and now rank among the largest U.S.‑based law firms in the world. We take pride in constantly striving for innovation, imagination, and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.

The firm’s industry recognition stems from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.

For more information or to view other job opportunities, please visit our careers page.

Notice

We participate in E‑Verify in certain firm locations for purposes of verifying employment eligibility.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Benefits

Medical/Prescription Drug Coverage (including a Health Savings Account feature)
Back‑up Child/Elder Care and access to a caregiving concierge
Dental Insurance
Wellness Program
Vision Insurance
Pre‑tax Commuting Benefits
401(k) Retirement Plan and Profit Sharing
Business Travel Accident Insurance
Short‑ and Long‑term Disability Protection
Pet Insurance
Life Insurance (including Basic, Supplemental, Spouse, Child, and Accidental Death and Dismemberment)
Health Advocacy Services
Paid Time Off (20 days/year through first 4 years of employment; 25 days/year after 5 years)
Identity Protection/Restoration and Fraud Insurance
Parental Leave (18 weeks of which 6 are paid; short‑term disability may provide additional paid time off)
Student loan refinancing options and access to a student loan concierge service
Paid Holidays (12)
Addiction Resources
Family Building Benefits
Breast Milk Delivery and Lactation Support Services
Flexible Spending Accounts
Employees may also be eligible to receive bonuses and certain expense reimbursements
Employee Assistance Program
Professional Development and CLE Credit Opportunities
529 Deductions
Relocation
Accident Insurance
Employee Referral Program
Critical Illness Insurance
Hybrid/Remote Work Opportunities
Hospital Indemnity Insurance
Perks including technology, entertainment, and travel discount programs
Bereavement Leave
All other benefits (such as leaves of absence) required by law

Equal Employment Opportunity

The firm is an equal opportunity employer. It is the policy of the firm that employment decisions shall be based on merit, qualifications, and competence. Employment practices will not be influenced or affected by virtue of a person’s race (including traits associated with race, including hair texture and protective hairstyles such as afros, braids, locks, and twists), religion, creed, color, national origin, ancestry, citizenship, physical disability, mental disability, medical condition, genetic information, marital status, sex, pregnancy, childbirth, breastfeeding, gender, parental status, gender identity, gender expression, sexual orientation, age, familial status, domestic violence victim status, military and veteran status, or any other characteristic protected by applicable federal, state, or local law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment, and dismissal. In addition, it is the firm’s policy to provide an environment that is free of prohibited harassment of any kind including, without limitation, that based on sex, race, age, disability, ethnic background, or any other category protected by law (including the categories listed above). The firm complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please contact askHR@klgates.com.

Job Details