What are the responsibilities and job description for the Practice Assistant - Business position at Holland & Knight LLP?
We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success.
General Description:
Practice Assistants provide high quality administrative support to a group of lawyers and professionals in a team environment, effectively and efficiently meeting Firm/client needs.
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.
- 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.
- 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, and copying, scanning, and printing, when appropriate.
- 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 such as 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 project 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 core legal administrative assistant functions and advanced technical and 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.
- Ability to lift and carry up to 30 pounds.
Required Qualifications & Education:
- 4-5 years supporting lawyers and paralegals with administrative or client-related tasks.
- Advanced knowledge of Microsoft Office Suite.
- Experience with Worksite/Filesite document management system.
- Has attained proficiency in all of the core legal administrative assistant functions and has advanced technical and communications skills.
- Ability to work 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 new ideas and findings.
- Experience with submitting application packets with proper government agency, including labor certification applications, and a variety of business immigration filings with both consular posts and USCIS (e.g. E, L, TN, Adjustment of Status, Immigrant Visa).
- Ability to manage immigration projects by using appropriate materials to set up new clients in immigration software.
- Experience with preparing USCIS submissions by ensuring there are sufficient copies and scans of all materials submitted.
- Understanding of how to maintain the Request for Evidence (RFE) list and update it as RFEs are received and responses are submitted.
- Familiar with immigration terminology and procedures.
Physical Requirements:
- Moderate or advanced keyboard usage
- Ability to sit or stand for extended periods of time
Benefits: Our goal is to promote a work environment in which individuals have access to the resources they need to be at their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being. Below is a list of just some of the benefits we offer: generous paid time off; eleven paid holidays per year; time off for bereavement or jury duty; paid leave for new parents; comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners; life and AD&D insurance; short and long term disability insurance; tax-advantaged accounts for health care expenses, including FSA or HSA; FSA for dependent care; supplemental AFLAC policies for medical care; excess liability coverage; health advocacy services; behavioral health and counseling resources for all family members; 401(k); profit sharing; pre-tax transit and parking program; backup care for children and adults; senior care planning support; and resources for individuals with development disabilities and their caregivers.
Benefits may vary by position and office.
Holland & Knight is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer, making decisions without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, marital status, protected veteran or any other protected class.
Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit
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