Legal Practice Assistant

4 weeks ago

New York, New York, United States Troutman Pepper Full time
Job Summary

We are seeking a highly skilled and experienced Legal Practice Assistant to provide administrative support to our attorneys in the Health Sciences Intellectual Property and Intellectual Property practice groups.

Key Responsibilities
  • Provide high-level administrative support to attorneys, including managing billing, processing foreign invoices, and opening trademark and patent matters.
  • Anticipate and proactively meet the business needs of attorneys, executing assignments with knowledge and efficiency.
  • Perform routine and complex administrative tasks, including preparing and updating reports and presentations using sophisticated software.
  • Support new client and business development efforts by opening and closing new matters and submitting requests for conflicts of interest checks.
  • Coordinate and prepare high-volume complex client billing, using procedures that require client-specific instructions and/or multiple revisions.
  • Prepare routine correspondence, read, and route mail, conduct general research, and be responsible for file maintenance.
  • Responsible for phone coverage and routing of voice mail messages, calendar management, and anticipating calendar conflicts.
  • Proactively organize and manage schedule changes for events and meetings.
  • Arrange domestic and international travel and create and submit related expense reports.
  • Liaise with administrative departments to coordinate all aspects of workflow support for attorneys.
  • Collaborate with resources inside and outside the firm, as appropriate, to complete projects or tasks.
  • Provide overflow assistance to administrative legal support team.
  • Assist in fostering an environment of superior customer service, collaboration, commitment, team spirit, pride, and trust.
Requirements
  • Able to exercise strong judgment in a variety of situations and maintain balance among competing priorities.
  • Demonstrate superb administrative and organization skills while being able to work under pressure at times to handle various tasks.
  • Demonstrate a willingness to learn and develop skills as an independent thinker.
  • Demonstrate a 'can do' attitude and initiative to assist on a variety of projects.
  • Excellent interpersonal skills to effectively interact with all levels of firm personnel, clients, and vendors.
  • Able to manage multiple projects in a deadline-driven environment.
  • Excellent verbal, written, and proofreading skills.
  • Able to produce a high volume of documents within tight deadlines and work within a team environment.
  • Capable of handling confidential matters for clients and attorneys.
Education and/or Experience

A Bachelor's degree from an accredited college or university or any combination of training, education, and experience that demonstrates the ability to perform the essential duties of the position.

Minimum of three (3) years of administrative experience working in an administrative support role in a legal or professional services environment.

Deep experience with Microsoft Office Suite products, including Word, Excel, and PowerPoint.

Health Science Intellectual Property and Intellectual Property experience highly preferred.

Experience with high-volume complex billing highly preferred.

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