Legal Practice Assistant

Practice Assistant

New York, NY | Hybrid

Position Overview

A prestigious law firm is seeking a highly organized and detail-oriented Practice Assistant to provide comprehensive administrative and legal support to attorneys and legal professionals. This role is critical to the efficient operation of the practice group and offers the opportunity to work closely with attorneys while managing a wide range of legal administrative responsibilities.

The ideal candidate will possess strong organizational skills, excellent communication abilities, and the capacity to manage multiple priorities in a professional legal environment.

Responsibilities

• Document Preparation & Management:
• Format, edit, proofread, and prepare legal documents, including correspondence, memoranda, pleadings, briefs, contracts, and other legal materials.
• Ensure all documents comply with firm standards and client-specific requirements.
• Manage daily workflow and prioritize assignments to meet deadlines.
• Calendar & Scheduling Management:
• Maintain complex attorney calendars, including scheduling meetings, calls, court appearances, and other appointments.
• Monitor and proactively resolve scheduling conflicts.
• Client Communication & Coordination:
• Serve as a primary point of contact for clients and other external parties.
• Coordinate client meetings and communications while maintaining confidentiality and professionalism.
• Respond to routine inquiries and relay information to attorneys as appropriate.
• Billing & Time Entry Support:
• Assist attorneys with time entry, billing submissions, and expense reporting.
• Review and edit pre-bills and coordinate with the billing department to ensure compliance with client billing guidelines.
• Support invoice preparation and resolve billing discrepancies.
• Travel Coordination:
• Arrange domestic and international travel, including flights, hotels, transportation, and conference registrations.
• Prepare detailed travel itineraries and process expense reimbursements.
• Matter Management & Administrative Support
• Assist with new matter intake, conflicts checks, engagement letters, and file openings.
• Support client and matter maintenance within the firm's practice management systems.
• Reconcile monthly expense reports and corporate credit card statements.
• Coordinate with internal departments and provide backup support to team members as needed.
• Assist with special projects and other administrative initiatives.

Qualifications

• Prior experience as a Legal Assistant, Practice Assistant, Executive Assistant, or Administrative Assistant within a law firm or professional services environment required.
• Strong document formatting, proofreading, and organizational skills.
• Experience supporting attorney billing, time entry, and expense reporting preferred.
• Experience managing complex calendars and travel arrangements required.
• Strong interpersonal and communication skills with a client-service mindset.
• Ability to handle confidential information with discretion and professionalism.
• Proficiency with Microsoft Office Suite, document management systems, and legal practice management software.
• Ability to prioritize competing deadlines and work effectively in a team-oriented environment.

Compensation & Benefits

• Base salary ranges from $80,000 to $100,000 commensurate with experience.
• Comprehensive benefits package available.
• Hybrid work environment.
• Opportunity to join a collaborative and professional legal team with long-term growth potential.