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Practice Assistant

1 month ago

Boston, United States White & Case Full time
Firm Summary

White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.

With lawyers operating from more than 40 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world's key financial markets and our strengths in handling complex cross-border work.

It's not just about our global network of offices; it's the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It's one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people.

Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 90 nationalities and speak 80 languages.

Position Summary

The Practice Assistant (PA) plays a crucial role in supporting attorneys by performing a diverse range of administrative tasks. The PA must demonstrate a flexible and results-oriented approach to handle the complex and demanding nature of the assigned practice. The Intellectual Property Practice Assistant collaborates closely with the Intellectual Property team, as well as other Firm departments, to deliver top-tier legal services to clients. The PA will be required to execute a variety of tasks with precision and discretion and will skillfully multi-task and prioritize assignments for multiple individuals. This role demands a high level of organizational skill, attention to detail, and the ability to thrive in a dynamic and fast-paced environment.

Duties and Accountabilities1
  • Proficient in handling various types of intellectual property filings
  • Manage client invoicing and collections files
  • Track and communicate patent prosecution deadlines
  • Quickly locate patents, patent applications and IP rules and articles on the Internet
  • Draft and send reporting letters to clients
  • Draft routing letters, shell responses, memos, reports, and e-mails in Firm and department style and format
  • Conduct IP research and compile data as required
  • Develop a thorough understanding of the Firm's docketing procedures and IP docket management
  • Keep case teams informed about project status, including any issues or concerns
  • Quickly learn and master new software suites (i.e., Firm and practice-related software applications: Foundation IP, CPA, IPDAS, and various patent specific search databases)
  • Manage outside vendor databases and process invoices in a timely manner
  • Create and maintain Outlook contacts and e-mail distribution lists
  • Plan and coordinate attorneys' schedule, appointments, conferences and meetings
  • Monitor, review and organize, according to priority, all incoming correspondence
  • Draft, proofread for accuracy, and release time sheets
  • Maintain accurate client and matter lists
  • Complete conflict search reports and opening entries
  • Create and maintain files
  • Manage project folders and records
  • Assist with client development, marketing initiatives, proposals and research. Maintain marketing materials for the department
  • Manage and coordinate extensive and complex domestic/international travel arrangements. Prepare business itineraries and business-trip documentation packs
  • Manage and submit expense reports
  • Keep Desk Reference information up to date and keep it easily accessible for use by other Practice Assistants
Qualifications
  • At least five (5) years of law firm experience in IP or IP litigation case work
  • Excellent interpersonal skills and ability to work in a demanding environment, liaising with all levels of staff and attorneys and clients
  • Ability to multi-task and prioritize work in a fast-paced environment
  • Skilled in comprehending and complying with instructions
  • Strong written and verbal communication skills
  • Exceptional organizational skills and diligence in follow-through
  • Positive and initiative driven approach
  • Must work well independently, and as part of a team
Location and Reporting
  • This is a hybrid role based in our Boston office.
  • This role reports to the Boston Office Operations Manager.
Equal Opportunities

White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a diverse and inclusive 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 .

Benefits

White & Case LLP offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt roles are also performance bonus eligible.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

1 The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.