What are the responsibilities and job description for the Practice Assistant (International Trade) position at Wiley Rein LLP?
The Practice Assistant provides business development, administrative, and records management support to members of the International Trade practice group.
RESPONSIBILITIES/ESSENTIALFUNCTIONS:
Business Development Support
- Supports business development activities including client targeting and cross-selling; client, sector and competitor analysis; campaigns including communications such as legal directory submissions, brochures, online content, events and conferences
- Creates, maintains, and circulates trackers for various opportunities by monitoring websites and data sources specified by practice group
- Prepares, summarizes, and delivers market research, client, target, and industry analysis to support annual business development planning process
- Drafts and edits client alerts and other client communications
- Supports practice group objectives and targeting plans and work with the group to ensure successful pursuit of the plans
- Works to continually refine processes and procedures related to business development strategies
- Contributes to wider business development projects as required
Administrative and Records Management Support
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Provides overflow support to practice Legal Administrative Assistants, including:
- Enters and releases attorneys’ time entries to Accounting on schedule and maintain appropriate records
- Promptly processes expenses, reimbursements, and vendor invoices
- Prepares new business intake forms for new and existing clients, conflict sheets, and engagement letters and assists with resolution of questions that arise during the conflicts process
- Coordinates conferences, meetings, and appointments, often involving internal and external participants, varying locations, and time zones, including catering and audio-visual equipment
- Prepares outgoing mail (i.e., USPS, FedEx, UPS, DHL, etc.) and coordinates couriers
- Prints and organizes a variety of documents received in a range of formats, including Word, Excel, PowerPoints, PDFs, and emails
- Maintains and updates client contacts and distribution lists in the firm’s client management system
- Monitors assigned matters in court and agency electronic case management systems, identifies new filings, and distributes to case team
- Organizes, profiles, and saves client and attorney records to appropriate storage locations
KNOWLEDGE, SKILLS, AND ABILITIES:
- Ability to communicate professionally and effectively, both in oral and written form
- Ability to demonstrate attention to detail and accuracy
- Ability to multi-task, prioritize/coordinate deadlines, and track progress of tasks
- Ability to think critically and analytically in a deadline-driven environment
- Ability to organize and prioritize projects and deadlines
- Ability to manage workflows and delegate projects as necessary
- Strong proficiency with Excel (standardized data entry, filtering, sorting, arithmetic/statistical formulas, pivot tables, etc.); familiar with Power Query and data import/aggregation beneficial
- Proficiency in office productivity tools (Outlook, Word, Excel, PowerPoint, and Adobe Acrobat), law firm timekeeping/billing programs, and document management systems
- Possesses the attitude of collaboration and sharing
- Willingness to learn and adopt new methodologies
- Must maintain confidentiality of work-related information and materials
- Must establish and maintain effective working relationships in or out of a team environment
- Flexibility to work overtime on an as-needed basis
EDUCATION AND EXPERIENCE:
- High school diploma required
- Experience with data tracking, import, and analysis strongly preferred, experience obtaining data via APIs preferred
- Relevant experience in a legal or professional/business services sector strongly preferred
WORK ENVIRONMENT:
- Position operates in a professional office environment which is usually quiet to moderate
- Position routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets
- Position requires that the employee be able to multi-task in a fast-paced work environment
PHYSICAL DEMANDS:
- This position is primarily a sedentary position. However, some duties and responsibilities may require the employee to lift files, open filing cabinets, bend or stand, reach with arms and hands, climb or balance, occasionally move about to access office equipment, file cabinets, etc.
- May require employee to carry or lift items weighing up to 10 pounds
This description outlines the basic requirements of this position. It is not intended to be a complete description as other duties may be assigned.
The base salary for this position is $55,000 annually. Actual salary will be determined based on skills, experience (to the extent relevant) and other job-related factors, consistent with applicable law.
Wiley’s comprehensive benefits package includes medical and prescription drug plan coverage, dental, vision, flexible spending and health savings accounts, life insurance, 401(k) retirement plan with firm discretionary contribution, generous paid time off (PTO) package plus ten firm paid holidays, access to state of the art on-site fitness facilities and locker rooms and wellness programming, paid parental leave and subsidized backup child/elder care, and more.
Wiley is an Equal Opportunity Employer with a strong commitment to the achievement of excellence, diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other characteristic protected by law.
**This Organization Participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.
Salary : $55,000
