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About the Role
Seeking a Practice Assistant to provide high-quality administrative support to lawyers and professionals in a team environment, effectively meeting Firm and client needs.
Responsibilities
- Communicate effectively and professionally with clients, lawyers, and co-workers via email, telephone, and in person.
- Answer telephone, providing responses to routine questions and routing calls appropriately.
- Arrange conference calls and greet clients.
- Effectively handle multiple, competing schedule requests with confidence and a calm demeanor.
- Schedule domestic and foreign travel through the Firm travel system.
- Prepare, organize, and process reimbursements, invoices, and check requests.
- Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters.
- Learn and apply client-specific billing guidelines to ensure compliance.
- Open, prioritize, and distribute mail (paper and electronic).
- Coordinate mailings, deliveries, copying, scanning, and printing.
- Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations.
- Draft routine business correspondence, forms, and documents under supervision.
- Enter and manage work requests in the Firm’s workflow tool.
- Perform routine electronic and paper filing in an organized manner.
- Photocopy, scan, compile, and distribute documents.
- Identify and coordinate services provided by administrative departments.
- Perform all file maintenance, including saving documents to the document management system.
- Assist lawyers with time entry, billing, and collection.
- Operate independently to ensure completion of assignments accurately and timely.
- Produce a high volume of work assignments accurately and timely.
- Perform clerical duties for non-legal departments as needed.
- Perform special projects and duties as assigned.
Requirements
- Ability to sit or stand for extended periods of time.
- Moderate or advanced keyboard usage.
- Ability to lift and carry up to thirty pounds.
Skills
- Advanced knowledge of Microsoft Office Suite and Adobe.
- Experience with document management systems.
- Experience with electronic signature software programs.
- Proficiency in administrative assistant functions.
- Advanced communications skills.
- Ability to thrive in a fast-paced environment.
- Demonstrated ability to coordinate multiple competing tasks and demands.
- Superb attention to detail, grammar, and punctuation.
- 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.
- Excellent proofing skills.
- Strong work ethic.
- Commitment to maintain confidentiality.
Location
- San Francisco
Work Type
- Hybrid
Experience Level
- 4 – 5 years of experience supporting lawyers and paralegals with administrative or client-related tasks preferred.
Education Level
- Bachelor's degree
Salary/Compensations
- $44.10 - $66.20 per hour
Benefits
- 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 FSAs and HSAs.
- FSAs for dependent care.
- Health advocacy services.
- Behavioral health and counseling resources for all family members.
- 401(k).
- Profit sharing.
- Backup dependent care.
- Senior care planning support.
- Resources for individuals with development disabilities and their caregivers.
- Paid holidays and other paid time off, including paid leave for new parents.
About the Company
- We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success.
Equal Opportunity
- Holland & Knight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related conditions, transgender status, and sexual orientation), national origin, age, disability, genetic information, veteran status or any other factor prohibited by law.
- Applicants who are interested in applying for a position and require an accommodation during the process should contact ApplicantAccommodations@hklaw.com.
- 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 Legal Information Portal for Holland & Knight LLP’s privacy policies.