Practice Assistant - Litigation

Overview

The Practice Assistant – Litigation will provide high‑quality administrative support to a group of lawyers and professionals in the Portland office of Holland & Knight. The role requires efficient communication with clients, lawyers, and staff, organization of documents, coordination of travel and billing, and management of clerical and legal administrative tasks in a fast‑paced environment.

• Communicate professionally via email, telephone, and in person; answer routine client queries, route calls to the appropriate lawyer or staff member, and arrange conference calls.
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations; draft routine business correspondence under lawyer supervision.
• Schedule domestic and foreign travel using the Firm’s travel system, including flights, hotels, and car rentals.
• Prepare, organize, and process reimbursements, invoices, and check requests promptly.
• Collect and prepare information for conflict checks, open new matters, and draft engagement letters, scope letters, and other required documents; ensure proper completion and submission.
• Apply client‑specific billing guidelines consistently to invoices to ensure compliance.
• Open, prioritize, and distribute mail (paper and electronic); coordinate mailings, deliveries, copying, scanning, and printing as needed.
• Enter and manage work requests in the Firm’s workflow tool and complete them by the provided deadlines.
• Perform routine electronic and paper filing in an organized manner; photocopy, scan, compile, and distribute documents; coordinate available administrative services (office, IT Help Desk, document services, accounting, billing, records).
• Maintain file storage in the document management system and assist lawyers with time entry, billing, and collections.
• Operate independently to complete assignments, including complex tasks that require high-level production, with accuracy and timeliness.
• Perform clerical duties for non‑legal departments as needed and undertake special projects as assigned.

• General knowledge of litigation practices and procedures; familiarity with general district/court, circuit, federal, and appellate court systems.
• Expertise with PACER and other electronic filing platforms for state and federal courts and administrative agencies.
• Experience with docketing/calendaring of case events, filing deadlines using a centralized docketing system/software.
• Knowledge of court procedures, Local Rules of Court, Judge’s Standing Orders, and the ability to locate them.
• Experience processing summonses, subpoenas, discovery requests, and preparing legal documents (pleadings, discovery, production materials, memoranda).
• Familiarity with Bates labeling, redacting documents for trial preparation, and scheduling court depositions, hearings, and meetings.

• Advanced knowledge of Microsoft Office Suite and Adobe Acrobat.
• Experience with document management systems and electronic signature software.
• Proficiency in core legal administrative functions and advanced technical and communication skills.
• Ability to coordinate multiple competing tasks in a fast‑paced environment.
• Strong attention to detail, grammar, punctuation, and clear professional writing.
• Independent work capability with minimal supervision and strong teamwork skills.
• Commitment to confidentiality and a strong work ethic.

Bachelor’s degree and 4–5 years of experience supporting lawyers and paralegals with administrative or client‑related tasks.

• Ability to sit or stand for extended periods.
• Moderate or advanced keyboard usage.
• Ability to lift and carry up to thirty…