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About the Role

The Practice Assistant (PA) performs a wide range of legal services, including administrative and legal office procedures assigned to a particular group and as a team member. This PA will support Partners along with other attorneys in the M&A Corporate group. The PA works with legal assistants, other practice assistants, Marketing, GTS, and the Knowledge department personnel to deliver legal services to clients. The PA will be part of, and work as a team member. As a team member, the PA will work together with teammates to provide excellent quality service to all internal and external clients including his/her assigned practice group of attorneys, and other attorneys in the Bank Finance department.

Responsibilities

Manages and maintains lawyer calendars
Manages and coordinates extensive and complex domestic/international travel arrangements.
Prepares business itineraries and business-trip documentation packs
Exercises independent action to produce high-quality work when interpreting instructions
Communicates and/or coordinates any administrative matters
Answers, screens and places calls in a professional manner
Accurately records phone messages and promptly informs attorneys.
Responds timely to attorneys and clients.
Communicates clearly and accurately any issues with workload to assigned attorneys on a timely basis.
Interprets instructions to produce quality documents and keep legal staff apprised of the status of work and any problems encountered with systems or programs
Prioritizes and manages multiple assignments
Assists with marketing, research, and client development
Drafts routine letters, memos, and reports
Creates, organizes, and maintains hard and electronic files
Meets and greets clients with courtesy and tact
Uses discretion and keeps information confidential when necessary
Works in a team environment and provides support to multiple lawyers and legal staff on the team including assisting with overflow work and practice specific responsibilities
Plans and organizes workflow to comply with established time constraints in order to meet deadlines
Carries out projects assigned effectively and on a timely basis
Works in an organized and efficient manner; uses good judgment at all times and asks follow up questions if instructions are unclear
Shows excellent attention to detail and is familiar with the resources available
Has a thorough knowledge of department and Firm procedures and upholds all rules and policies
Keeps Desk Reference information up to date and keeps it easily accessible for use by other Practice Assistants
Arranges overtime coverage with Document Production for lawyers
Reviews and prepares bills and expense reports for business travel and entertainment
Manages updates to client-matter lists and marketing telephone/distribution lists via the Firm’s relevant systems (e.g, Interaction)
Identifies, solves, or reports technical problems for rapid resolution
Manages bills and collections files, prints and files correspondence, and manages form files
Drafts and submits diaries
Maintains client and matter lists
Creates and maintains Outlook contacts and e-mail distribution lists
Manages attorney calendar
Assists with client development, preparing proposals and pitches, and research
Manages and submits expense reports

Requirements

The PA position requires the ability to organize and expedite workflow of lawyers and legal staff members.
The PA position requires the ability to perform duties of a responsible and confidential nature with the skill to multi-task for several individuals.
This position requires a self-starter who exhibits a proactive approach and takes personal initiative for the execution of work.
The PA organizes and coordinates complex workflows.
The individual needs to be a strong communicator and reports information regularly and accurately to key stakeholders.
The PA cultivates positive working relationships at all levels of the Firm and helps navigate the organization on behalf of his/her lawyer assignments.
The position requires a professional demeanor at all times and in all situations.
Must be a team player and have the ability to work with a team
Must foster good relationships with other members of the team
Must be flexible and able to adapt to changes in workflow requests
Excellent interpersonal skills and ability to work in a demanding environment, liaising with senior management
Demonstrate a high level of competence the Firm’s various software programs to produce reports, collate data and present concise, accurate, information (Word, PowerPoint, Excel, Outlook, etc.)
Discretion and confidentiality
Ability to multi-task in a fast paced environment
Ambitious nature, willing to learn and develop in the role
Good organization and follow-up skills
Positive and proactive nature
Experience in working as part of a team working towards goals and deadlines to accomplish work flow and results is a necessity
Flexibility to work outside of the core working hours as an when is necessary to ensure support optimum performance of the team
Demonstrable achievements having worked on projects independently

Skills

Word
Excel
PowerPoint
Outlook
IManage
Delta View
Softwise
LegalKey
DTE Axiom
NBI
Amex On-line
PS Ship
Rendezvous
InterAction
Cisco Telephone System
Intranet Navigation and research
Chrome River
Connect
practice related software
PDF scanners
copiers
fax machines

Education Level

Degree educated or equivalent

Salary/Compensations

NY Salary Range 81,600.00 - 122,400.00 USD Annual

Benefits

medical, dental, and vision insurance
life and disability coverage
401(k) retirement savings
vacation time
leave programs (including parental leave)
performance bonus eligible

About the Company

Our Office Operations team is at the heart of ensuring the smooth and efficient functioning of the Firm’s day-to-day operations. Our team manages the infrastructure, systems and services —both globally and locally—relating to our office workplaces, onsite and remote operational services, security, safety and a range of other areas. We provide PA support and manage document production, translation and travel services. Our team is responsible for our client-facing areas across the Firm, always seeking to ensure that clients and other visitors have an experience that is world-class. We also take the lead in running our day-to-day operations in the most environmentally sustainable way possible.

Equal Opportunity

White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a fair workplace. It is our Firm’s policy to recruit, employ, train, compensate and promote without regard to race, color, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.
Applicants who are interested in applying for a position and require an accommodation during the process should contact talent.acquisition@whitecase.com.