Practice Assistant

Job Description

Practice Assistant – Labor & Employment | Holland & Knight LLP

The Tone:
This is a full-time role at Holland & Knight LLP, located in Nashville, TN. The firm is a large organization where individuals are dedicated to achieving high standards of performance and success. This position plays a critical role in providing essential administrative support to a team of lawyers and professionals, ensuring efficient operations and client satisfaction.

The TL;DR
• Role: Full Time
• Type: Full-time
• Location: In-person, Nashville, TN

• Team: Supports a group of lawyers and professionals in a team environment.
• Mission: Provide high quality administrative support to effectively and efficiently meet Firm and client needs.
• Tech Stack: Microsoft Office Suite, Adobe, document management systems, electronic signature software programs

What You’ll Actually Do
• Communication: Communicate effectively and professionally with clients, lawyers, and co-workers via email, by telephone, and in person; answer telephone, provide responses to routine questions from clients and staff members, and route calls to appropriate personnel; arrange conference calls and greet clients.
• Document Management: Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations, including drafting routine business correspondence, forms, and other documents under lawyer supervision.
• Travel & Finance: Schedule domestic and foreign travel through the Firm’s travel system, including flights, hotels, and car rentals; prepare, organize, and process reimbursements, invoices, and check requests in a timely manner.
• Client Matters: Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents, providing guidance to lawyers for proper submission. Learn and apply client-specific billing guidelines to ensure compliance and cost-effective practices.
• Firm Operations: Open, prioritize, and distribute mail (paper and electronic), coordinate mailings, deliveries, copying, scanning, and printing. Enter and manage lawyer work requests in the Firm’s workflow tool, completing them according to provided deadlines, and perform all file maintenance, including saving documents to the document management system.

The Must-Haves
• Background: Bachelor’s degree.
• Experience: Experience supporting lawyers and paralegals with administrative or client-related tasks.
• Skills: Advanced knowledge of Microsoft Office Suite and Adobe; experience with document management systems and electronic signature software programs; proficiency in core legal administrative assistant functions; superb attention to detail, grammar, and punctuation; ability to coordinate multiple competing tasks and demands; effective and professional interpersonal and communication skills; strong work ethic with a commitment to maintaining confidentiality.
• Bonus: 4 – 5 years of experience supporting lawyers and paralegals with administrative or client-related tasks is preferred.