Practice Assistant

K&L Gates is a fully integrated global law firm seeking a Practice Assistant to support multiple Partners and Associates in their Asset & Corporate Finance practice group. The role involves various administrative tasks, including document preparation, client invoicing, and maintaining organized electronic and physical file systems.

Responsibilities

• Creating, editing, and proofreading correspondence and practice area-specific legal documents, generating document comparison reports, document and binder assembly, mailings
• Creating and editing charts and spreadsheets containing basic formulas
• Creating and editing PowerPoint presentations
• Preparing and coordinating court and other legal filings (physical and ECF)
• Assisting with new business intake process (submitting conflict checks, drafting file opening requests, drafting engagement letters)
• Maintaining an organized system for electronic files, including scanning files and running critical checks to ensure files and records are saved properly to the Firm’s document management system
• Maintaining an organized system for physical files including intake, retention, retrieval, and transfer of records
• Coordinating, entering, and editing daily time recording for timekeepers
• Preparing monthly client invoices (including reviewing bill narratives, making non-substantive edits, attention to pertinent details such as billing rates, client billing requirements, applicable discounts, etc., forwarding to and following-up with reviewers, submission, status tracking, and transmittal to clients)
• Drafting alternative fee arrangements
• Preparing and submitting expense reimbursement reports
• Coding and submitting vendor invoices for payment
• Utilizing Firm resources, such as internal library, Internet, etc. to perform research
• Providing administrative support such as Continuing Legal Education tracking, attorney licensing renewals, etc
• Coordinating arrangements, logistics and obtaining required approvals for domestic and international travel utilizing the Firm’s travel provider
• Answering and placing telephone calls, maintaining timekeeper calendars and client contact lists, scheduling meetings and coordinating logistics
• Assisting with training and providing orientation for new and/or less experienced staff members
• Assisting other Practice Assistants and Senior Practice Assistants with overflow work, providing back-up legal and/or reception support, providing support at client services functions and events
• Providing occasional marketing and business development support
• Performing other relevant administrative duties as directed by manager, lawyers, practice area leaders, coordinators or department heads to assist with practice development initiatives and project work

Skills

• Excellent client service skills
• Positive attitude and team synergy
• Developing and maintaining effective relationships with internal and external clients
• Using sound judgment and demonstrating flexibility in decision-making and problem resolution to achieve positive business results
• Communicating effectively (oral and written), with a concentration on spelling and grammar, including being able to listen, remind, suggest, offer assistance to colleagues and lawyers and to share information clearly and professionally and coordinate across teams and departments to improve and achieve business results (Billing, Accounting, Marketing, New Business Intake, Records, IT, Global Support Teams)
• Ability to organize, prioritize, multi-task, meet deadlines, and exhibit attention to detail
• Capability of understanding and following specific, detailed instructions in oral and written form
• Maintaining confidentiality when performing complex legal administrative tasks that may be highly sensitive and require diplomacy and discretion
• Taking advantage of professional development opportunities and training to maintain up-to-date knowledge and increase functional expertise
• Maintaining an organized, secure work station and filing area
• Previous experience in a similar role within a medium to large law or professional services Firm working for multiple timekeepers a plus
• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Document management system such as iManage
• Document template and processing systems such as Forte, Litera Compare
• Expense reimbursement and vendor invoice payment systems such as Concur, Basware
• Billing applications such as Intapp Time, Paperless Proforma, Elite Enterprise, 3E
• File Management Systems such as FileTrail
• Portable Document Format files (PDF) editor software such as Adobe Acrobat Pro
• Other business process applications such as Metastorm, DocuSign, eFax, PS Ship
• Typing speed of 65 words per minute or above
• Occasional overtime work is required according to practice or business needs
• This position operates in an office setting and is largely sedentary. It requires routine use of a computer and other standard office equipment. The ability to open file cabinets, lift files, bend, and stand on a stool may also be required

Benefits

• Medical/Prescription Drug Coverage (including a Health Savings Account feature)
• Back-up Child/Elder Care and access to a caregiving concierge
• Dental Insurance
• Wellness Program
• Vision Insurance
• Pre-tax Commuting Benefits
• 401(k) Retirement Plan and Profit Sharing
• Business Travel Accident Insurance
• Short- and Long-term Disability Protection
• Pet Insurance
• Life Insurance (including Basic, Supplemental, Spouse, Child, and Accidental Death and Dismemberment)
• Health Advocacy Services
• Paid Time Off (20 days/year through first 4 years of employment; 25 days/year after 5 years of employment)
• Identity Protection/Restoration and Fraud Insurance
• Parental Leave (18 weeks of which 6 are paid; short-term disability may provide additional paid time off)
• Student loan refinancing options and access to a student loan concierge service
• Paid Holidays (12)
• Addiction Resources
• Family Building Benefits
• Breast Milk Delivery and Lactation Support Services
• Flexible Spending Accounts
• Employees also may be eligible to receive bonuses and certain expense reimbursements
• Employee Assistance Program
• Professional Development and CLE Credit Opportunities
• 529 Deductions
• Relocation
• Accident Insurance
• Employee Referral Program
• Critical Illness Insurance
• Hybrid/Remote Work Opportunities
• Hospital Indemnity Insurance
• Perks including: Technology, Entertainment, and Travel Discount Programs
• Bereavement Leave
• All other benefits (such as leaves of absence) required by law

Company Overview

Company H1B Sponsorship