Practice Assistant

ABOUT THE ROLE Guided by department objectives and priorities, the Practice Assistant will provide comprehensive administrative support to attorneys and paralegals within the firm. This role requires a high level of professionalism, organization, and the ability to work both independently and as part of a team in a fast-paced legal environment. Ensures client service and satisfaction are attained in all areas of position. Administrative Coordination : Creates, revises, and formats legal documents, spreadsheets, and presentations using the firm’s software (e.g., Microsoft Office Suite, Adobe Acrobat, etc.). Performs PDF-to-Word conversions. Assists with document comparison, proofreading, and ensuring consistency in all materials. : Manages attorney calendars and schedules meetings. : Books travel (domestic and international) through designated travel providers and their booking systems, considering attorney preferences, cost guidelines, and itinerary efficiencies. : Prepares expense reimbursements, reconciles travel expenditures, arranges for payment of invoices, and prepares check requests as needed. : Upon attorney request, diligently manages attorney time, including inputting timenotes provided by attorney, editing and proofreading, and ensuring compliance with matter codes and billing guidelines. Collaborates with attorneys to ensure timely submission. Collaborates with attorneys to finalize and submit time daily. : Using the firm’s billing software, applies requested timenote changes, editing narratives, or transfers. : Maintains and organizes both paper and electronic filing systems for client/matter-related documents. : Provides administrative support for client meetings, including arranging conference rooms, catering, and necessary technology. May send invitations on attorney’s behalf. : Handles confidential information with discretion and adheres to firm policies and procedures. Team Support : Works proactively and efficiently to free attorneys from administrative burdens, allowing them to focus on core legal tasks. Anticipates attorneys’ needs by proactively asking questions. : Communicates professionally and courteously with clients, external counsel, and vendors, upholding a polished firm image. : Provides backup support to other department members, as needed. Volunteers for overflow work assignments when time permits and actively seeks to maximize productivity and promote teamwork. May participate in departmental projects designed to streamline workflow and/or resolve issues. Proactively supports the firm’s strategic initiatives and operational improvements. On a daily basis, utilizes firm-required application to record work tasks and time spent. Participates in special projects and provides additional support as needed. Practice-Specific Support May be asked to assist with the following: Litigation Support: (as needed): Coordinates creating trial binders, arranging depositions, managing exhibits, and liaising with court reporters and opposing counsel. Assists with trial preparation and logistics, including preparation of witness files. : Assists in all phases of a matter from case inception through trial or resolution. Coordinates management of case documents, including organization, review, and production of documents. : Assists with the preparation of court filings, confirms proper Bluebook citations, and proofreads and assembles exhibits and appendices. : Books and coordinates logistics and orders with court reporters. Assists with all pre-deposition logistics (travel, food, building security, printing, etc.). Assists with depositions, including preparation of witness files, exhibits, notices, and subpoenas. Transaction Support: : Formats, edits, and files legal documents, such as closing binders, exhibits, and correspondence. Boston Financial Transactions Group: Assisting/Finalizing Closings. Prioritizes closings over all other work requests. Works proficiently in document management system to locate deal-specific documents (i.e., Document Agenda/Closing Checklist prepared by attorney). Prepares draft Closing Document Checklists. Works proficiently in internal and external shared drives by locating transaction‑specific folders and/or creating deal folders as necessary. Edits PDF files to extract and save individual UCC, tax, and judgment lien search results. Prepares client-related extraction requests relating to a closing to ensure that extractions are ready for checklist preparation in a timely manner. Identifies closing copies and profiles according to the Closing Document Checklist. Creates zip folders for closings that are emailed to clients using Kiteworks. Takes initiative upon receipt of post-closing documentation to extract PDF files as necessary, saves and profiles as closing copy(ies), updating the Word version of the Closing Document Checklist to note receipt of same, preparing draft email to the client providing post-closing documents and updated checklist for attorneys’ review, and following up with the attorneys weekly until given directive to send. Qualification: 1. Bachelor’s or Associate’s degree in business, finance, or a related field preferred. 2. Minimum 2+ years’ experience in a law firm or professional services environment. Experience managing administrative tasks, legal documents, and scheduling required. Job Type: Contract Pay: $30.00 - $35.00 per hour Experience: Legal administrative: 2 years (Preferred) Law firm: 2 years (Preferred) Work Location: In person