Senior Practice Assistant

The global law firm of K&L Gates LLP is seeking a Senior Practice Assistant to join the Boston office. Senior Practice Assistants work directly with multiple partners and senior associates to manage lawyers' practices and complete complex administrative tasks. Those in this role are key representatives and thought partners for their supported lawyers, their 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. The hallmarks of a Senior Practice Assistant are exceptional organizational skills, sound judgment and decision-making abilities, effective multi-tasking, prioritizing, and meeting deadlines.

Senior Practice Assistants must be able to work independently and/or within a team with minimal supervision, 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.

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

• Responding to general client inquires, which may be 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 file, photocopying, etc.)

• 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 logistic

• 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

• 15 years of experience is preferred

• 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), 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)

• 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 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 $79,000 - $132,000

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.