Job DescriptionThe Washington DC office is seeking a Legal Practice Assistant to join our Public Policy and Regulatory team. Practice Assistants work directly with multiple lawyers and other timekeepers to provide support and complete daily administrative tasks. Those in this role possess practice area-specific job knowledge and focus on support with the goals of accuracy, attention to detail, meeting deadlines, and task completion. They demonstrate organizational skills, the ability to prioritize, utilize excellent judgment in decision-making, and communicate effectively verbally and in written form.
Practice Assistants must be able to work independently and within a team, maintain a positive attitude, and treat others with respect. Confidentiality with Firm and client matters must be observed at all times, and adherence to all Firm policies and procedures is required.
KEY RELATIONSHIPS
Timekeepers, clients, managers, practice assistants, other senior practice assistants, practice specialists, as well as local and Firmwide Shared Support Services team members.
ESSENTIAL DUTIES
• Creating, editing, and proofreading correspondence and practice area-specific legal documents, generating document comparison reports, document and binder assembly, mailings
• Creating and editing charts and spreadsheets containing basic formulas
• Creating and editing PowerPoint presentations
• Preparing and coordinating court and other legal filings (physical and ECF)
• 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, making non-substantive edits, 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)
• Drafting alternative fee arrangements
• Preparing and submitting expense reimbursement reports
• Coding and submitting vendor invoices for payment
• Utilizing Firm resources, such as internal library, Internet, etc. to perform research
• Providing 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 REQUIRED
• Excellent client service skills
• Positive attitude and team synergy
• Developing and maintaining effective relationships with internal and external clients
• Using sound judgment and demonstrating flexibility in decision-making and problem resolution to achieve positive business results
• Communicating effectively (oral and written), with a concentration on spelling and grammar, including being able to listen, remind, suggest, offer assistance to colleagues and lawyers and to share information clearly and professionally and coordinate across teams and departments to improve and achieve business results (Billing, Accounting, Marketing, New Business Intake, Records, IT, Global Support Teams)
• Ability to 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 work station and filing area
• Previous experience in a similar role within a medium to large law or professional services Firm working for multiple timekeepers a plus
ADDITIONAL ABILITIES REQUIRED
• 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 files (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 is required according to practice or business needs.
• This position operates in an office setting and is largely sedentary. It requires routine use of a computer and other standard office equipment. The ability to open file cabinets, lift files, bend, and stand on a stool may also be required.
Compensation Salary $79,00 - $119,00 / year
The compensation salary for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors.
BENEFITSK&L Gates offers our personnel a comprehensive suite of benefits to help meet your needs now and in the future. Depending on your eligibility, options for full-time personnel include:
- Medical/Prescription Drug Coverage (including a Health Savings Account feature)
- Back-up Child/Elder Care and access to a caregiving concierge
- Pre-tax Commuting Benefits
- 401(k) Retirement Plan and Profit Sharing
- Business Travel Accident Insurance
- Short- and Long-term Disability Protection
- Life Insurance (including Basic, Supplemental, Spouse, Child, and Accidental Death and Dismemberment)
- Paid Time Off (20 days/year through first 4 years of employment; 25 days/year after 5 years of employment)
- 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
- Breast Milk Delivery and Lactation Support Services
- Flexible Spending Accounts
- Employees also may be eligible to receive bonuses and certain expense reimbursements
- Employee Assistance Program
- Professional Development and CLE Credit Opportunities
- Employee Referral Program
- Critical Illness Insurance
- Hybrid/Remote Work Opportunities
- Hospital Indemnity Insurance
- Perks including: Technology, Entertainment, and Travel Discount Programs
- All other benefits (such as leaves of absence) required by law
