Ultimate Staffing has partnered with a law firm in Dallas that is seeking an experienced Practice Assistant. In this role you will provide comprehensive, high-quality administrative support to a team of attorneys and legal professionals within an in-office setting at the law firm.
Key Responsibilities:
Engage professionally with clients, attorneys, and colleagues via phone, email, and in person.
Answer calls, respond to routine inquiries, or direct calls as appropriate; coordinate conference calls and warmly greet clients and visitors.
Draft, format, edit, proofread, and organize Word documents, Excel sheets, and PowerPoint presentations; prepare general business correspondence, forms, and other documents under attorney supervision.
Arrange domestic and international travel, including flights, accommodations, and car rentals through the firm's travel system.
Manage reimbursements, invoices, and check requests accurately and on time.
Gather and prepare information to conduct conflict checks, open new client matters, and draft engagement and scope letters; guide attorneys through the submission process.
Learn and apply client billing guidelines, ensuring all invoices meet firm standards and client requirements for cost efficiency and compliance.
Sort and distribute paper and electronic mail, coordinate outgoing mail and deliveries, and handle copying, scanning, and printing as needed.
Perform electronic and paper filing, saving documents within the document management system, and organize materials for quick access.
Support time entry, billing, and collections processes.
Handle administrative tasks for non-legal departments as required, and participate in special projects or assignments.
Skills and Qualifications:
Proficiency with Microsoft Office Suite, Adobe Acrobat, and electronic signature software.
Strong familiarity with document management systems.
Demonstrated ability to manage multiple priorities and thrive in a fast-paced environment.
Excellent attention to detail, grammar, and communication skills, with the ability to draft and proofread documents accurately.
Independent, proactive approach with a strong work ethic, maintaining confidentiality at all times.
Ability to lift up to 30 pounds as needed.
Preferred Qualifications:
Bachelor's degree is preferred.
4-5 years of experience supporting legal professionals or in an administrative role related to client services.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.