On- site Legal Practice Assistant

2 weeks ago

West Palm Beach, United States Vaco Full time

Overview:

We are seeking a highly skilled and organized Practice Assistant to provide administrative support to a team of lawyers and professionals. This role requires effective communication, attention to detail, and the ability to thrive in a fast-paced environment. The Practice Assistant will assist in meeting both firm and client needs while managing various tasks independently and with minimal supervision.
Pay starts from $32.60 up to $36.00 an hour

Key Responsibilities:

  • Communicate professionally and effectively with clients, lawyers, and colleagues through email, phone, and in person. Route calls and handle routine inquiries, ensuring timely responses.
  • Coordinate conference calls, schedule meetings, and greet clients.
  • Draft, edit, format, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations, and routine business correspondence.
  • Arrange domestic and international travel (flights, hotels, car rentals) through the firm's travel system.
  • Prepare and process reimbursements, invoices, and check requests in a timely manner.
  • Collect information and run conflict checks, open new client matters, and draft engagement and scope letters.
  • Ensure compliance with client-specific billing guidelines and restrictions when preparing client invoices.
  • Prioritize and distribute incoming mail (paper and electronic) and coordinate necessary mailings, deliveries, and printing tasks.
  • Manage work requests in the firm's workflow tool and meet provided deadlines.
  • Maintain organized files (both electronic and paper), ensuring easy access for legal professionals.
  • Assist with time entry, billing, and collections as needed.
  • Provide general administrative support to non-legal departments as required.
  • Complete special projects and other duties as assigned.

Required Skills & Qualifications:

  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe.
  • Experience with document management systems and electronic signature software.
  • Strong knowledge of legal administrative processes and high-level technical and communication skills.
  • Ability to manage competing priorities and multitask effectively in a fast-paced environment.
  • Exceptional attention to detail, grammar, punctuation, and the ability to present ideas clearly and professionally.
  • Self-motivated with the ability to work independently and take direction.
  • Ability to collaborate effectively with others and demonstrate professionalism in all interactions.
  • Strong organizational skills with the ability to handle complex and high-volume work assignments accurately and efficiently.
  • A high level of confidentiality and discretion is required.
  • Physical ability to lift and carry up to 30 pounds.

Education & Experience:

  • Bachelor's degree preferred.
  • 4 to 5 years of experience supporting lawyers and/or paralegals in an administrative capacity is preferred.
If you are proactive, detail-oriented, and eager to contribute in a fast-paced environment, we encourage you to apply today

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