Practice Assistant

Our Office Operations team is at the heart of ensuring the smooth and efficient functioning of the Firm’s day-to-day operations. Our team manages the infrastructure, systems and services —both globally and locally—relating to our office workplaces, onsite and remote operational services, security, safety and a range of other areas. We provide PA support and manage document production, translation and travel services. Our team is responsible for our client-facing areas across the Firm, always seeking to ensure that clients and other visitors have an experience that is world-class. We also take the lead in running our day-to-day operations in the most environmentally sustainable way possible. The Practice Assistant (PA) performs a wide range of legal services, including administrative and legal office procedures assigned to a particular group and as a team member. This PA will support Partners along with other attorneys in the M&A Corporate group. The PA works with legal assistants, other practice assistants, Marketing, GTS, and the Knowledge department personnel to deliver legal services to clients. The PA will be part of, and work as a team member. As a team member, the PA will work together with teammates to provide excellent quality service to all internal and external clients including his/her assigned practice group of attorneys, and other attorneys in the Bank Finance department. The PA position requires the ability to organize and expedite workflow of lawyers and legal staff members. The PA will perform other assignments as required by the Firm. The PA position requires the ability to perform duties of a responsible and confidential nature with the skill to multi-task for several individuals. This position requires a self-starter who exhibits a proactive approach and takes personal initiative for the execution of work. The PA organizes and coordinates complex workflows. The individual needs to be a strong communicator and reports information regularly and accurately to key stakeholders. The PA cultivates positive working relationships at all levels of the Firm and helps navigate the organization on behalf of his/her lawyer assignments. The position requires a professional demeanor at all times and in all situations. This position is managed and reports to the Manager of Practice Assistants. Duties and Accountabilities: Manages and maintains lawyer calendars Manages and coordinates extensive and complex domestic/international travel arrangements. Where necessary, prepares business itineraries and business-trip documentation packs Exercises independent action to produce high-quality work when interpreting instructions Communicates and/or coordinates any administrative matters Answers, screens and places calls in a professional manner Accurately records phone messages and promptly informs attorneys. Responds timely to attorneys and clients. Communicates clearly and accurately any issues with workload to assigned attorneys on a timely basis. Interprets instructions to produce quality documents and keep legal staff apprised of the status of work and any problems encountered with systems or programs Prioritizes and manages multiple assignments Assists with marketing, research, and client development Drafts routine letters, memos, and reports Creates, organizes, and maintains hard and electronic files Meets and greets clients with courtesy and tact Uses discretion and keeps information confidential when necessary Works in a team environment and provides support to multiple lawyers and legal staff on the team including assisting with overflow work and practice specific responsibilities Plans and organizes workflow to comply with established time constraints in order to meet deadlines Carries out projects assigned effectively and on a timely basis Works in an organized and efficient manner; uses good judgment at all times and asks follow up questions if instructions are unclear Shows excellent attention to detail and is familiar with the resources available Has a thorough knowledge of department and Firm procedures and upholds all rules and policies Keeps Desk Reference information up to date and keeps it easily accessible for use by other Practice Assistants Arranges overtime coverage with Document Production for lawyers Reviews and prepares bills and expense reports for business travel and entertainment Manages updates to client-matter lists and marketing telephone/distribution lists via the Firm’s relevant systems (e.g, Interaction) Technical Skills: Demonstrates proficiency in the use of the Firm’s software programs, including but not limited to, Word, Excel, PowerPoint, Outlook, IManage, Delta View, Softwise, LegalKey, DTE Axiom, NBI, Amex On-line, PS Ship, Rendezvous, InterAction, Cisco Telephone System, Intranet Navigation and research, Chrome River, Connect, practice related software, and the use of office equipment such as PDF scanners, copiers, and fax machines; and the management of electronic and paper files. Identifies, solves, or reports technical problems for rapid resolution Manages bills and collections files, prints and files correspondence, and manages form files Creates, organizes, and maintains hard copy and electronic files. Drafts and submits diaries Maintains client and matter lists Creates and maintains Outlook contacts and e-mail distribution lists Manages attorney calendar Assists with client development, preparing proposals and pitches, and research Manages and submits expense reports Additional Skills: Must be a team player and have the ability to work with a team Must foster good relationships with other members of the team Must be flexible and able to adapt to changes in workflow requests Qualifications Excellent interpersonal skills and ability to work in a demanding environment, liaising with senior management Demonstrate a high level of competence the Firm’s various software programs to produce reports, collate data and present concise, accurate, information (Word, PowerPoint, Excel, Outlook, etc.) Discretion and confidentiality Ability to multi-task in a fast paced environment Ambitious nature, willing to learn and develop in the role Good organization and follow-up skills Positive and proactive nature Experience in working as part of a team working towards goals and deadlines to accomplish work flow and results is a necessity Flexibility to work outside of the core working hours as an when is necessary to ensure support optimum performance of the team Demonstrable achievements having worked on projects independently Degree educated or equivalent NY Salary Range 81,600.00 - 122,400.00 USD Annual This role reports to Senior Manager, Practice Assistant Services Equal Opportunities White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a fair 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 View email address on click.appcast.io. Benefits at White & Case 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 any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment. The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties. Note to Recruitment Agencies Our internal Recruitment team manages all aspects of lateral hiring. All agencies must have signed terms of business—specific to the relevant office—before submitting any candidates. CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions. If you have questions, please contact the relevant Recruitment team. We work with our preferred suppliers when engaging agencies.