Practice Assistant - Litigation

General Description:

Holland & Knight is seeking a Practice Assistant - Litigation to join our team. The Practice Assistant will be responsible for providing high-quality administrative support to a group of lawyers and professionals in a team environment, effectively and efficiently meeting Firm/client needs.

• Communicate effectively and professionally with clients, lawyers, and co-workers via email, by telephone, and in person; answer telephone, providing responses to routine questions from clients and staff members, and/or route calls to appropriate lawyer or staff member; arrange conference calls and greet clients.
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of an appropriate lawyer/professional.
• Schedule domestic and foreign travel through Firm travel system, including flights, hotels, and/or car rentals.
• Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner.
• Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents; provide guidance to lawyers to ensure completed forms are prepared and submitted properly.
• Learn client‑specific billing guidelines or restrictions and consistently apply them to client invoices to ensure compliance and cost‑effective practices.
• Open, prioritize, and distribute mail (both paper and electronic), coordinate mailings, deliveries, copying, scanning, and printing, when appropriate.
• Enter and manage work requests from lawyers in the Firm’s workflow tool and complete according to provided deadline(s).
• Perform routine electronic and paper filing in an organized manner for easy access; photocopy, scan, compile, and distribute documents; identify and coordinate available services provided by administrative departments, including office services, the IT Help Desk, document services, accounting, billing, and records.
• Perform all file maintenance, including saving documents to the document management system.
• Assist lawyers with time entry, billing, and collection, as needed.
• Operate independently to ensure completion of assignments, which may be complex in nature or require high‑level production, in an accurate and timely manner.
• Produce a high volume of work assignments in an accurate and timely manner.
• Perform clerical duties for non‑legal departments, as needed.
• Special projects and duties as assigned.

• General knowledge of litigation practices and procedures; knowledge of court systems (general district/small claims, circuit, federal, appellate).
• Expertise with PACER and other electronic filing in state and federal courts, and administrative agencies.
• Experience with docketing/calendaring of all case events/filing deadlines using a centralized docketing system/software.
• Knowledge of court procedures, and where to find Local Rules of Court and Judge’s Standing Orders.
• Experience processing summonses, subpoenas, discovery requests.
• Experience with preparing legal documents (pleadings, discovery, document production materials, memoranda) and other correspondence.
• Experience with Bates labeling and redacting documents for trial preparation; experience scheduling court depositions, hearings, and other meetings as determined by attorney.

• Advanced knowledge of Microsoft Office Suite and Adobe.
• Experience with document management systems.
• Experience with electronic signature software programs.
• Proficiency in core legal administrative assistant functions and advanced technical and communications skills.
• Ability to thrive in a…