Practice Assistant

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 and staff operating from more than 47 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 and shared services centers; 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) works under the supervision of attorneys and performs a wide range of legal services, including administrative and legal office procedures assigned to a particular group and as a team member. The PA responsibilities vary depending upon the practice group to which they are assigned. The PA also works with legal assistants, other PAs, marketing, information services, employees from other W&C offices and knowledge department personnel to deliver legal services to clients. The PA position requires the ability to perform duties of a responsible and confidential nature with the skill to multi-task for several individuals with the constant re-prioritization of work during the course of the workday. The PA works together with teammates to provide excellent quality service to all internal and external clients.

Communication Skills

• Effectively multi-task and properly prioritize among multiple requests in a fast-paced environment.
• Interface professionally with the attorneys within the practice group and the Firm, as well as with external constituencies.
• Provide assistance/coverage to other attorneys when requested.
• Serve as a liaison between administrative departments and lawyer/legal staff in the Firm.
• 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 work product and keep legal staff apprised of the status of work and any problems with systems, processes or programs.
• 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.
• Use discretion when needed and keep information confidential.
• Work in a team environment and provide administrative support to multiple lawyers/legal staff on the team including assisting with handling overflow work and practice specific responsibilities.
• Must be a self-starter who undertakes anticipated future work after given assignments are completed.
• Must be a team player and have the ability to work in a Team.
• Flexible and can adapt to change in workflow requests.
• Foster good relationships with other members of the Team; and must be flexible and able to adapt quickly to changes in workflow requests.
• Must possess strong interpersonal skills.
  
  

Technical Skills

• Demonstrate proficiency in all Microsoft software programs (Word, Excel, PowerPoint, and Outlook).
• Strong skill set in document clean-up, formatting, styles and creating templates.
• Ability to quickly learn and master new software suites (i.e. Firm and practice-related software and the use of applications).
• Significant knowledge of Superior and District courts, as well as knowledge of Appellate court systems.
• Knowledge of arbitrations and arbitration filings.
• Excellent understanding of discovery, motions, subpoenas, summons and complaints, and any court document that must be responded to in a timely manner.
• Knowledge of Pacer, court e-filings, Legal Solutions, and court rules.
• Ability to quickly locate court rules and forms on the Internet.
• Ability to create shell pleadings and discovery documents.
• Significant understanding of court deadlines, calendaring and Firm's docketing procedures.
• Ability to quickly learn how to draft grammatically correct routing letters, memos, reports, and e-mails in Firm style and format.
• Proficiency in proper business grammar usage and punctuation, and legal and business spelling.
• Ability to transcribe machine dictation.
• Ability to use office equipment such as scanners and copiers.
• Draft and input daily time diaries for Partners
• Ensure team members are added to new matters for time entry.
• Identify, solve, or report technical problems for rapid resolution.
• Prepare accurate work product 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.
• Ability to manage and organize electronic and paper files.
• Basic math skills.
• Must type 65 wpm (minimum) accurately.
  
  

Administrative Skills

• Manage bills (scanning requested edits, sending bills to clients if requested by Partner and following up with relevant departments to ensure bills are sent out on a timely manner)
• Enter and release time entries for attorney.
• Maintain client and matter lists as well as collections files.
• Create and maintain Outlook contacts and e-mail distribution lists.
• Manage attorney calendar.
• Manage requests for conflicts clearance
• Complete conflict search reports.
• Manage Interwoven project folders.
• Assist with client development and research.
• Manage and submit expense reports.
• Plan and organize workflow to comply with established time constraints, in order to meet deadlines.
• Carry out projects assigned effectively and on a timely basis.
• Work in an organized and efficient manner.
• Use good judgment at all times and 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 follow policies and guidelines.
• Keep Desk Reference information up to date and keep it easily accessible for use by other PAs.
• Make travel arrangements (including transportation, lodging, and meals), and prepare business itineraries.
• Arrange conference room reservations with Houston Reception including external/internal guest list, food and/or beverage requests and video or technology requests.
• Reserve time with Document Services to turn documents after hours.
• Must be flexible with work hours based on needs of the Firm and must arrive to work on time.
  
  

Qualifications

• At least five (5) years of law firm experience, preferably in commercial litigation case work.
• A high school diploma is required. A college degree is advantageous, but not required.
• Exposure to a large international law firm is beneficial, but not required.
• Foreign language skills are a plus. PAs possessing foreign language skills may be asked to translate documents and conversations throughout the Firm as a whole.
• Clear and concise written and verbal communication style, including correct use of grammar, spelling and punctuation.
• Strong organization skills.
• Professional telephone demeanor and etiquette.
• Ability to work under pressure and with a variety of personalities.
• Good judgment.
• High ethical standards.
  
  

This position also requires the ability to perform word processing for the majority of the time on any given day, ability to use the telephone, operation of dictation equipment on occasion, deliveries within the office, which may involve using staircases, the ability to lift files and bend or stretch to file folders in low or overhead cabinets, and lift or package boxes up to 25 lbs.

Location & Reporting

• This role is based in our Houston office.
• Work schedule is in office. Any deviation from the in office workday policy is subject to change at the discretion of the Firm.
• This role reports to the Manager, Office Operations, Houston and Office Administrative Coordinator, Houston.
  
  

Equal Opportunities

White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a diverse and inclusive 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 [email protected].

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 this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

1The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.