Practice Assistant

Position Summary

The Senior Team Leader takes directions from and reports to the Manager, Practice Assistant Services. The Senior Team Leader will facilitate the distribution of overflow work on the floors. The Senior Team Leader performs a wide range of secretarial, administrative tasks and legal office procedures. The Senior Team Leader position requires the ability to perform duties of a responsible and confidential nature with the ability to multi-task for several people. A professional and courteous demeanor is expected and must be always maintained, in all situations. The Senior Team Leader will be part of, and work as a team member on the practice floor. As a team member, the Senior Team Leader will work together with teammates to provide excellent quality service to all internal and external clients including his/her assigned group of attorneys, and all attorneys on the practice floor. The Senior Team Leader position requires the ability to organize and expedite workflow of lawyer/legal staff members. The Senior Team Leader will perform any other duties as required by the

Firm.

Supervisory Responsibilities

• Conduct daily conversations (both in person and electronically) with team members to determine coverage needs, including lunch coverage, for the practice section. Make decisions based on these conversations to move PAs to assist at other desks within the practice section, as necessary.
• Monitor staff punctuality, demeanor and professionalism and keep Manager informed of any concerns; participate with Manager in conducting coaching and counseling sessions, as necessary.
• Participate in yearly performance review of team members, providing Manager with feedback and ratings.
• Conduct mid-month review of shared calendars of the practice section to begin planning coverage for planned absences in the coming week(s).
• Prepare and distribute emails to attorneys and PAs in the event of a PA's unscheduled absence.
• Prepare and distribute the morning report.
• Review and approve leave requests from PAs. Capture requests in Kronos.
• Meet regularly with Manager to discuss progress, concerns and ideas relating to the Practice Support Team program.
• Review, approve and submit PA Overtime.
• Collaborate with PA Manager with attorney assignments.
• Proactively coordinates department meetings and workshops.
• Ambitious nature, willing to learn and develop in the role
• Performs other duties as assigned.

Duties and Accountabilities

Communication Skills

• Provide excellent internal and external customer service to attorneys, clients and visitors.
• Serve as a liaison between administrative departments and lawyer/legal staff in the Firm.
• Assist, train, and mentor new Practice Assistants.
• Answer, screen, and place calls in a professional manner.
• Take accurate messages and promptly inform attorneys of the messages taken.
• Communicate clearly and accurately any issues with workload to the assigned attorneys on a timely basis.
• Interpret instructions to produce quality documents and keep legal staff apprised of the status of their work and any problems encountered with systems or programs.
• Prioritize, manage multiple assignments and communicate the status of assignments in a timely manner.
• Meet and greet clients in a professional manner.
• Show discretion and keep information confidential when necessary.
• Work in a team environment and provide secretarial support to multiple lawyers/legal staff on the team including assisting with handling overflow work and practice specific responsibilities.

Technical Skills

Demonstrate proficiency in the use of the Firm's software programs including but not limited to Word, Excel, PowerPoint, Outlook, iManage, Change-Pro, Filesite, LegalKey, Intapp Time, Intapp, NBI, Emburse, PS Ship, Interaction, Cisco Telephone System, Teams, Connect, SpeechExec, practice related software and the use of office equipment such as PDF scanners, copiers, and fax machines.

• Identify, solve, or report technical problems for rapid resolution.
• Draft grammatically correct routine letters, memos, reports, e-mails, faxes etc., in proper White & Case style and format.
• Proofread and edit correspondence to correct grammar, spelling and punctuation.
• Print and file correspondence.
• Produce and transcribe accurate dictation.
• Create, organize and maintain hard copy and electronic files.
• Draft and submit diaries.
• Maintain client and matter lists.
• Create and maintain Outlook contacts and e-mail distribution lists.

Administrative Skills

• Plan and organize workflow to comply with established time constraints to meet deadlines.
• Carry out projects assigned effectively and on a timely basis.
• Work in an organized and efficient manner.
• Always Use good judgment; ask follow up questions if instructions are unclear.
• Show excellent attention to detail and be familiar with the resources available.
• Have a thorough knowledge of department and Firm procedures and uphold all rules and procedures.
• Keep Desk Reference information up to date and keep it easily accessible for use by Practice Assistants.
• Make travel arrangements (including transportation, lodging and meals) and prepare business itineraries.
• Contact Concierge service for conference room and additional needs of meetings, set up conference calls, when needed.
• Contact Concierge for visiting attorney office reservations.
• Arrange overtime coverage with Practice Assistants and Word Processing Center for lawyer/legal staff.
• Prepare expense reports for reimbursement.
• Prepare client bills for Partners.
• Prepare forms for practice specific needs.
• Update legal handbooks & CCH's, etc.
• Participate in yearly goal setting with Manager. Meet or exceed yearly goals, seeking managerial guidance and support, if necessary, to do so.
• Assist with obtaining and returning items to library.

General Skills

• Must be a team player and have the ability to work in a team.
• Foster good relationships with other members of the team.
• Flexible and can adapt to change in workflow requests.

Additional Responsibilities

Conduct orientation sessions for associates who are receiving secretarial support for the first time, explaining procedures.

Distributing days to release reports to PAs for follow up.

Work with the Manager to ensure that the practice section(s) are operating smoothly; keep Manager informed of any problems and discuss solutions.

Identify ways and suggest plans for process improvement; identify how staff can be more fully utilized. Prepare monthly report on coverage and staff utilization within the practice section for submission to Manager.

Qualifications

The Level 5 position requires 5+ year's legal secretarial experience and a working knowledge of office procedures and technology.

A high school diploma is necessary. A college degree is advantageous but not required. Exposure to a large international law firm is beneficial but not required. Notary Public license is beneficial but not required. Foreign language capabilities are a plus.

This position requires the ability to perform word processing function up to 85% of the time on any given day; ability to use the telephone; operate dictation equipment which requires the use of hands and feet; make copies, PDFs, send faxes from convenience machines; make deliveries within the office which may involve using staircases; ability to lift files and bend or stretch to file folders in low or overhead cabinets; and possibly lift or package boxes up to 40 lbs.

Location and Reporting

• This role is based in the Washington, DC Office
• This role reports to the Manager, Practice Assistant Services

D.C salary pay range: $97,600 - $122,000

This role reports to

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 talent.acquisition@whitecase.com.

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.