Practice Assistant - Banking

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Job description

Firm Summary White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be. With lawyers operating from more than 40 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world's key financial markets and our strengths in handling complex cross-border work. It's not just about our global network of offices; it's the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It's one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people. Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 90 nationalities and speak 80 languages. Position Summary The Practice Assistant (PA) performs a wide range of legal services, including administrative and legal office procedures assigned to a particular group and as a team member. This PA will support the Section Head of the Firm's Americas Banking - Debt Finance practice. This individual also serves as Chair of the Americas Operations Council and as a member of the Firm's elected Partnership Committee. Along with other attorneys in the Banking Practice including the Global Head of the Firm's Debt Finance practice. The PA works with legal assistants, other practice assistants, Marketing, GTS, and the Knowledge department personnel to deliver legal services to clients. The PA will be part of, and work as a team member. As a team member, the PA will work together with teammates to provide excellent quality service to all internal and external clients including his/her assigned practice group of attorneys, and other attorneys in the Bank Finance department. The PA position requires the ability to organize and expedite workflow of lawyers and legal staff members. The PA will perform other assignments as required by the Firm. The PA position requires the ability to perform duties of a responsible and confidential nature with the skill to multi-task for several individuals. This position requires a self-starter who exhibits a proactive approach and takes personal initiative for the execution of work. The PA organizes and coordinates complex workflows. The individual needs to be a strong communicator and reports information regularly and accurately to key stakeholders. The PA cultivates positive working relationships at all levels of the Firm and helps navigate the organization on behalf of his/her lawyer assignments. The position requires a professional demeanor at all times and in all situations. This position is managed and reports to the Manager of Practice Assistants. Duties and Accountabilities Manages and maintains lawyer calendars Manages and coordinates extensive and complex domestic/international travel arrangements. Where necessary, prepares business itineraries and business-trip documentation packs Exercises independent action to produce high-quality work when interpreting instructions Communicates and/or coordinates any administrative matters Answers, screens and places calls in a professional manner. Accurately records phone messages and promptly informs attorneys. Responds timely to attorneys and clients. Communicates clearly and accurately any issues with workload to assigned attorneys on a timely basis. Interprets instructions to produce quality documents and keep legal staff apprised of the status of work and any problems encountered with systems or programs. Prioritizes and manages multiple assignments. Assists with marketing, research, and client development. Drafts routine letters, memos, and reports. Creates, organizes, and maintains hard and electronic files. Meets and greets clients with courtesy and tact. Uses discretion and keeps information confidential when necessary. Works in a team environment and provides support to multiple lawyers and legal staff on the team including assisting with overflow work and practice specific responsibilities. Plans and organizes workflow to comply with established time constraints in order to meet deadlines. Carries out projects assigned effectively and on a timely basis. Works in an organized and efficient manner; uses good judgment at all times and asks follow up questions if instructions are unclear. Shows excellent attention to detail and is familiar with the resources available. Has a thorough knowledge of department and Firm procedures and upholds all rules and policies. Keeps Desk Reference information up to date and keeps it easily accessible for use by other Practice Assistants Arranges overtime coverage with Document Production for lawyers. Reviews and prepares bills and expense reports for business travel and entertainment Manages updates to client-matter lists and marketing telephone/distribution lists via the Firm's relevant systems (e.g, Interaction) Technical Skills: Demonstrates proficiency in the use of the Firm's software programs, including but not limited to, Word, Excel, PowerPoint, Outlook, IManage, Delta View, Softwise, LegalKey, DTE Axiom, NBI, Amex On-line, PS Ship, Rendezvous, InterAction, Cisco Telephone System, Intranet Navigation and research, Chrome River, Connect, practice related software, and the use of office equipment such as PDF scanners, copiers, and fax machines; and the management of electronic and paper files. Identifies, solves, or reports technical problems for rapid resolution. Manages bills and collections files, prints and files correspondence, and manages form files. Creates, organizes, and maintains hard copy and electronic files. Drafts and submits diaries. Maintains client and matter lists. Creates and maintains Outlook contacts and e-mail distribution lists. Manages attorney calendar. Assists with client development, preparing proposals and pitches, and research. Manages and submits expense reports. Additional Skills: Must be a team player and have the ability to work with a team. Must foster good relationships with other members of the team. Must be flexible and able to adapt to changes in workflow requests.