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Beacon Hill client, an AmLaw 100 firm, is seeking a Practice Assistant who has current, strong litigation experience and can jump right in to support the Construction and Real Estate Litigation team in their San Francisco office and is able to handle a fast-paced team. The ideal candidate will have experience supporting multiple attorneys and managing competing deadlines, as well as experience with litigation, e-filing, and commercial real estate matters.
Position Summary:
The Practice Assistant (“PA”) provides support to an assigned group typically comprised of partners, counsel, senior associates, professional specialists, and others on a case-by-case basis. PAs are cross-trained to support other similar groups as well as his/her assigned group. PAs are part of an onsite support team that requires a level of in-office support to meet the overall business needs of the firm. This position reports to a department Secretarial Manager.
- Location: Onsite in San Francisco, CA 94111, in the Financial District-easily accessible via public transportation.
- Start: ASAP
- Duration: 2+ months, will likely go longer than this
- Hours: 37.5 hours per week
- Pay: $32-$48/hour, depending on experience
Qualifications:
- 3+ years of relevant experience in litigation within a law firm setting, preferably with a focus on real estate.
- Candidate must have strong litigation skills as well as state and federal e-filing experience.
- Bachelor’s Degree required. Experience in lieu of a degree will be considered.
- Notary Public certification preferred.
- Excellent communication skills, both verbal and written.
- Attention to detail with the ability to handle difficult situations and meet varying deadlines.
- Interpersonal skills with the ability to work with personnel at all levels.
- Strong research, proofreading, and editing skills.
- Proficient in Microsoft Office Suite (i.e., Excel and PowerPoint).
- Ability to work independently with minimal supervision.
- Demonstrated ability to handle multiple tasks concurrently.
- Willingness to learn new skills involving Litigation law.
The requirements listed above are representative of the skills and abilities required. To perform this job successfully, you must be able to perform each essential job responsibility listed below satisfactorily. The firm retains the right to change or assign other duties to this position.
Essential Job Responsibilities:
- Provide high-level practice- and client-facing administrative support for assigned timekeepers and others as requested. The Assistant is both proactive and highly responsive, effectively and efficiently managing workload as well as requests for information.
- Preparing documents quickly and accurately; proofreading own and others’ work; offering suggestions for improving work and/or processes; answering phones promptly with a friendly, professional tone, gathering information sufficient to prepare helpful, timely, accurate messages; promptly performs administrative tasks in InterAction, Workshare, Chrome River, and other firm applications
- Proactively managing calendars, ensuring all details are anticipated, arranged and well-coordinated, including, among other things, all meeting logistics (AV requirements, catering, other special needs); proactively informing callers when an attorney will be available to return a call; maintaining overall knowledge of the status of ongoing cases; anticipating next steps and preparing for them in advance; proactively preparing for court filings, including arranging for court fee checks; opening new matters and preparing engagement letters; maintaining up-to-date contact list for assigned attorneys; assist in tracking CLE requirements and attorney renewals for various legal organizations and courts.
- Creating positive outcomes by executing well, following through, and being accountable; seeking challenges and embracing change; supporting practice development initiatives such as on-site events and monitoring attorney social media accounts, and handling other tasks related to managing attorneys’ client relationships; maintaining up-to-date desk procedures, including unique preferences or requirements of individual attorneys and clients.
- Preparing or coordinating services for copy and print jobs, reviewing for accuracy; sending faxes; coordinating mail/shipping needs, exercising judgment as to methods; maintaining current, well-organized files, periodically reviewing and preparing files for offsite storage.
- Displaying a cooperative spirit and fostering a positive work environment; working collaboratively as part of the support team, proactively backing up other team members; ensuring accuracy and completeness of all work being produced by a team of which he/she is a part; assisting co-workers with overflow; assisting time entry and billing staff with the production of timesheets and bills; coordinating with firm’s travel services group to arrange travel plans for assigned timekeepers; processing expenses and invoices promptly and with correct coding.
- Works independently with confidence, knows when to reach for supervision; conveys a poised, positive, professional image to clients; attorneys, staff, and visitors, and takes pride in representing the firm.
- Identifies his/her own training needs and actively pursues professional development; seeks up-to-date knowledge of jurisdictional rules relevant to assigned attorneys; proactively shares knowledge with and provides guidance to other members of the support team.
- Embraces new technical solutions and incorporates them into new and existing processes; attends firm-sponsored training to maintain required skill level of software applications.
- Perform other duties as assigned.
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