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K&L Gates · 1 day ago

Senior Practice Assistant

New York, United States

Full-time

Onsite

Mid, Senior Level

$82K/yr - $137K/yr

K&L Gates is a global law firm seeking a Senior Practice Assistant to join their New York office. This role involves managing lawyers' practices, completing complex administrative tasks, and serving as a key representative for supported lawyers and teams.

LegalReal Estate

H1B Sponsor Likely

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

Responding to general client inquires, which may be billable or non-billable, and meeting client requests and expectations in a timely and consistent manner (e.g., document revisions, scanning records to PDF, applying naming conventions to file, photocopying, etc.)

Preparing and coordinating court and other legal filings (physical and ECF)

Providing trial and hearing support

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 and making edits, critical 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)

Understanding and drafting alternative fee arrangements

Working with lawyers to produce client and matter budgets, track payments received and status of collections, assisting with collection efforts

Preparing and submitting expense reimbursement reports

Coding and submitting vendor invoices for payment

Utilizing other Firm resources, such as internal library, Internet, etc. to perform research

Assisting with 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 logistic

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

Qualification

Microsoft Office SuiteDocument management systemBilling applicationsLegal document preparationClient service skillsCommunication skillsOrganizational skillsTeam synergyMulti-taskingProblem resolutionAttention to detailPositive attitudeConfidentiality

Required

Excellent client service skills

Positive attitude and team synergy

Developing and maintaining effective relationships with internal and external clients

Excellent communication skills (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)

Using reliable judgment and analytical skills and demonstrating flexibility in approach to decision-making and problem resolution to achieve positive business results

Ability to work independently, 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

K&L Gates

Glassdoor3.5

At K&L Gates, we foster an inclusive and collaborative environment across our fully integrated global platform that enables us to diligently combine the knowledge and expertise of our lawyers and policy professionals to create teams that provide exceptional client solutions.

Founded in 1883

Pittsburgh, Pennsylvania, USA

1001-5000 employees

http://www.klgates.com/

H1B Sponsorship

K&L Gates has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (1)

2024 (3)

2023 (1)

2022 (6)

2021 (2)

2020 (19)