Practice Assistant - Project

Job Description

The Practice Assistant ("PA") - Project Employee provides support to an assigned group typically comprised of Partners, Counsel, Senior Associates, Professional Specialists and others, primarily in our Trusts, Wills, and Estates 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. The assignment length is estimated to last between 60 - 90 days.

The anticipated work schedule is Monday through Friday, 9AM - 5:30PM ET. Successful applicants will possess a sharp eye for detail and expertise producing high‑quality documents, supported by excellent technical capabilities.

A career at Nixon Peabody is the opportunity to do work that matters. It's the chance to use your knowledge to shape what's ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We've created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If 'you're someone who's looking toward the future, we'd love to hear from you.

Location: Rochester, NY

• 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 Inter Action, 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 the 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…