Practice Assistant

*This role will be located in the San Francisco office*

POSITION SUMMARY:
The Practice Assistant will provide high-quality administrative and practice support to legal support staff and practice group teams. This position works closely with Practice Coordinators and is responsible for a wide range of administrative and organizational tasks supporting both litigation and transactional practice group teams. The Practice Assistant will also support legal staff in processing complex client billing together with Client Billing Coordinators. Ability to communicate and interact accurately and professionally with staff, attorneys and/or clients and ensure strict confidentiality at all times regarding any client and firm information. This position requires a high level of attention to detail, responsiveness, critical thinking skills, professionalism, and the ability to manage and prioritize multiple simultaneous requests in an effective manner.

DUTIES AND RESPONSIBILIITES

• Provide administrative services support, such as drafting and editing documents in MS Office programs such as Word, PowerPoint and Excel, organization of electronic and paper documents, and preparing and responding to correspondence.
• In collaboration with the Client Billing Coordinators, assist with complex client billing, including reviewing firm pre-bills for correct work descriptions, ensuring time is allocated to correct matter assignment, reconciling held time and transferring to new clients and matters, verifying use of retainer funds, processing write-off, processing new client/matter information, and performing other tasks as needed to properly prepare client bills.
• Work with client billing coordinators to compile detailed billing reports for clients and attorneys and assist with researching billing history on multiple matters.
• Assist with vendor payments, including checking on status of payment, coordinating with accounts payable and billing coordinator to determine estimate of when vendor/expert will be paid and providing that information to practice coordinator and attorneys to report back.
• Assist with opening new client and client matters, including running Conflicts Alert Memorandums (CAMS) and filling out New Business Intake (NBI) forms.
• Assist with audit letter requests and responses.
• Generate and distribute Audit Letter Questionnaires (ALQ).
• Assist with updating client lists and contacts for attorneys.
• Assist with inputting and maintaining attorney contacts and marketing lists in both Outlook and InterAction software program.
• Assist with preparing attorneys for client meetings, hearings, and business development/marketing events, including sending out invitations.
• Assist with management of attorney memberships in courts, bar associations, and professional organizations.
• Assist with Business Development projects for attorneys including sending out invitations from attorney emails, searching for addresses, forwarding responses or tracking.
• Organizing folders in documents and renaming documents in folders.
• Assisting with tracking of CLE certificates and coordinating with updating attorney list and making sure that practice support has them.
• Assistance with travel planning and reimbursements, including obtaining receipts and folios from hotels.

BASIC QUALIFICATIONS:

• High School diploma or GED equivalent required, bachelor's degree a plus.
• Two years of administrative support experience required. Experience working in a professional services environment a plus.
• Ability to be onsite 5 days a week required.
  

COMPETENCIES:

Adaptability:

• Ability to learn and embrace new skills and best practices as the position evolves and Firm needs change.

• Ability to develop relationships and foster teamwork at all levels of the Firm.

• Excellent oral and written communication skills.
• Excellent interpersonal skills and ability to work effectively with a diverse group of internal and external clients, attorneys, and staff.
• Ability to manage confidential information and sensitive situations with tact and discretion.

• Strong organizational skills and attention to detail.
• Reliability, flexibility, and adaptability in a team- and service-oriented environment.
• Ability to organize, prioritize, and multi-task in a time-sensitive environment while maintaining the highest standards of work quality.
• Ability to produce quality work in a fast-paced dynamic environment, including prioritizing numerous tasks and completing them under time constraints.
• Ability to identify and accomplish long- and short-term goals, projects, and activities.

• Broad knowledge of Microsoft Suite and Teams.

• Ability and confidence to identify and analyze issues, make decisions, and initiate actions/solutions.
• Agility to be able to respond to unexpected challenges, including proactively developing innovative solutions to complex problems while maintaining a professional demeanor.

Professionalism

• Ability to maintain composure and demonstrate good judgment.