Legal Practice Assistant

$95,000 - $115,000/Yr

Troutman Pepper Hamilton Sanders - New York, NY

Full-time - Entry Level

New York, NY

Professional, Scientific, and Technical Services

About the position

The Legal Practice Assistant (LPA) will provide high-level administrative support to attorneys in the Health Sciences Intellectual Property (HSIP) and Intellectual Property (IP) practice groups. This role is essential in managing the group's billing, processing foreign invoices, and opening trademark and patent matters. The LPA is expected to anticipate, plan, and proactively meet the business needs of the attorneys, executing assignments with knowledge and efficiency. In this position, the LPA will perform both routine and complex administrative tasks for attorneys and other timekeepers. Responsibilities include preparing and updating reports and presentations using sophisticated software, supporting new client and business development efforts by opening and closing new matters, and submitting requests for conflicts of interest checks. The LPA will also coordinate and prepare a high volume of complex client billing, adhering to client-specific instructions and managing multiple revisions. Additional duties involve preparing routine correspondence, reading and routing mail, conducting general research, and maintaining files. The LPA will be responsible for phone coverage, routing voice mail messages, managing calendars, and anticipating calendar conflicts. Organizing and managing schedule changes for events and meetings, arranging domestic and international travel, and creating and submitting related expense reports are also key responsibilities. The LPA will liaise with administrative departments to coordinate all aspects of workflow support for attorneys and collaborate with resources inside and outside the firm to complete projects or tasks. Furthermore, the LPA will assist in fostering an environment of superior customer service, collaboration, commitment, team spirit, pride, and trust.

Responsibilities

• Perform routine and complex administrative tasks for attorneys and other timekeepers.
• Prepare and update reports and presentations using sophisticated software.
• Support new client and business development efforts by opening and closing new matters and submitting requests for conflicts of interest checks.
• Coordinate and prepare high volume of complex client billing, using procedures that require client specific instructions and/or multiple revisions.
• Prepare routine correspondence, read, and route mail, conduct general research and responsible for file maintenance.
• Responsible for phone coverage and routing of voice mail messages, calendar management and anticipate calendar conflicts.
• Proactively organize and manage schedule changes for events and meetings.
• Arrange domestic and international travel and create and submit related expense reports.
• Liaise with administrative departments to coordinate all aspects of workflow support for attorneys.
• Collaborate with resources inside and outside the firm, as appropriate, to complete projects or tasks.
• Provide overflow assistance to administrative legal support team.
• Assist in fostering an environment of superior customer service, collaboration, commitment, team spirit, pride, and trust.

Requirements

• A Bachelor's degree from an accredited college or university or any combination of training, education and experience that demonstrates the ability to perform the essential duties of the position.
• Minimum of three (3) years of administrative experience working in an administrative support role in a legal or professional services environment.
• Deep experience with Microsoft Office Suite products including Word, Excel, and PowerPoint.
• Health Science Intellectual Property and Intellectual Property experience highly preferred.
• Experience with high-volume complex billing highly preferred.

Nice-to-haves

• Experience in a legal or professional services environment.
• Familiarity with health sciences and intellectual property law.

Benefits

• Competitive salary range of $95,000.00 - $115,000.00.
• Opportunities for professional development and advancement.
• Supportive work environment that embraces mutual respect and inclusiveness.
• Participation in community service and pro bono legal services.