Practice Assistant

1 week ago

London, Greater London, United Kingdom McGuireWoods LLP Full time

Overview:


The Practice Assistant provides an array of services to attorneys and departments including administrative, practice development and general legal support.

The concentration of services will depend upon the needs of the practice area, the number of attorney assignments, and the skill set and experience of the practice assistant.


Responsibilities:

Essential Functions:

  • Prepare, edit and format legal document shells and correspondence
  • Transactional practices:
prepare closing documents, signature pages and binders

  • Litigation practices:
Assemble exhibits and hearing binders; prepare document productions; schedule depositions.

  • Manage documents: upload documents to erooms and the DMS; scan, save to DMS and distribute matterrelated hard copy correspondence, court and agency filings; maintain pleading and document indices when appropriate.
  • Coordinate mailings, deliveries, copy jobs and court (paper and electronic) filings where appropriate.
  • Organize and maintain case files, retrieve case files, and prepare files for closing in accordance with Records Department procedures.
  • Organize project and file rooms and coordinate movement of boxed records within facility or to offsite storage.
  • Coordinate meetings and practice development events: schedule conference rooms, coordinate catering, notify participants, etc.
  • Prepare and submit expenses and invoices for payment and submit check requests as needed.
  • Enter attorneys' time into time management system accurately and as needed; verify client/matter numbers and practice codes.
  • Make travel arrangements as required.
  • Adhere to firm policies and procedures; manage work hours and annual leave effectively to ensure high levels of service to firm attorneys.
  • Maintain high level of customer service and professional demeanor with attorneys, clients, vendors, courts, colleagues and business professionals.
  • Attend Firmsponsored software and soft skill training opportunities.
  • Maintain desk descriptions to ensure accuracy.
  • Maintain currency in job skills.
  • Perform administrative tasks, special projects and overflow assignments as requested.
  • Coordinate daytoday workflow of attorneys' matters and serve as the primary point of contact for attorneys.
  • Review pro forma bills (initiates transfers), edit and prepare draft/final bills and cover letters for clients under the supervision of the attorney as requested.
  • Maintain client and firm files; open and close files according to Records Department procedures; enter information into system for conflicts checks in accordance with firm policy.
  • Prepares client status reports.
  • Establish and maintain relationships with firm administration and other departments to ensure the effective use of firm resources, resolve problems and address issues.
  • Think clearly, respond positively, and evaluate situations to determine appropriate actions and act decisively under pressure.
  • Assume responsibility for all assignments and engage other resources. Provide quality control on all work done with specific attention to detail and proofreading.
  • Participate as part of a team of practice assistants providing coverage and/or backup coverage for attorneys.
  • Use initiative to coordinate complex administrative, marketing, business development and legal support duties.
  • Develop and maintain excellent relationships with clients, contacts, and prospects to enhance and strengthen their relationship with the firm.
  • Demonstrate a thorough understanding of the content of attorneys' matters as well as their client's business/organization.
  • Utilize extensive knowledge of clients and matters to anticipate, and deliver what work and resources are required to support the team and when it is appropriate to involve attorneys.
  • Focus on deadlines and prioritize activities and demonstrate resourcefulness by effectively utilizing firm resources and personnel.
  • Adapt quickly to changing environment/demands, think one step ahead and suggest next steps on assignments and ways to improve the delivery of client service without being prompted.
  • Identify opportunities to improve processes (e.g., through technology, better workflow, etc.) in ways that help attorneys focus more on billable client work and less on nonbillable administrative tasks.
  • Draft, for attorney review, more involved client materials (e.g., presentations, correspondence, event related communications, etc.) requiring little to no changes or corrections.
  • Demonstrate the knowledge and ability to conduct advanced Internet searches (practicearea specific, industry and client research, contracts, etc.).
  • Serve as a departmentwide resource who is regularly sought out by others for assistance and knowledge; Serve as mentor to new practice assistants or newly assigned practice assistants when requested.

Supplemental Functions:

  • Perform additional duties as directed.

Qualifications:

  • Excellent planning and organizational skills.
  • Profi

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