Legal Practice Assistant; SF

COMPANY OVERVIEW

Jenner & Block LLP is a law firm with a fearless reputation and global reach, high-level problem solvers in litigation, government controversies, investigations, regulatory challenges, and complex corporate transactions. With offices in Century City, Chicago, London, Los Angeles, New York, San Francisco, and Washington, DC, the firm represents a wide range of clients, counseling Fortune 100 companies, large privately held corporations, major nonprofits, top universities, private equity investors, and Native American tribes.

Consistently recognized as a firm that stands up for its values with its commitment to justice and community service, Jenner has been named the No. 1 pro bono firm 13 times in the United States by The American Lawyer.

Jenner & Block offers a comprehensive benefits program, which includes medical, dental, and vision insurance, 401(k), and paid time off, in addition to other offerings.

POSITION SUMMARY

The Legal Practice Assistant, working under the supervision of the Office Manager, provides a wide range of administrative, clerical, and document services to support the workflow and client service needs of attorneys and other timekeepers. Job duties require close collaboration and working with other assistants to and lawyers in the performance of a variety of administrative and practice specific duties as assigned.

The Legal Practice Assistant is a non‐exempt position. The hours are 8:45 am – 5:15 pm, Monday ‐ Friday and additional hours as required.

ESSENTIAL JOB FUNCTIONS

• Collaborates with firm assistants and other teams to provide designated and “as needed” administrative services to assist in delivering exemplary service.
• Creates, edits, formats, and proofreads a wide variety of documents, including memoranda, correspondence, legal, and court documents.
• Receive assignments from attorneys and others, performing tasks as requested; update requestor regarding receipt and status of tasks/projects, and consistently meet agreed upon deadlines.
• Input attorney time into the Web Time time entry program. Stay up to date regarding client-specific billing requirements. Assist timekeepers with maintaining appropriate time entry requirements and standards through outreach and communication.
• Work with the Billing department in all aspects of the billing cycle, including but not limited to the review of client billing for accuracy, edits to content/grammar; resolution of billing problems; and efficient changes to the process.
• Accurately prepare and input attorney expense reimbursements and process client-related vendor invoices for payment.
• Sort, open, prioritize and route incoming mail. Prepare outgoing mail including U.S.P.S., U.P.S. and Federal Express. Coordinate messenger pick-ups and deliveries when necessary.
• Coordinate meeting set-ups, including but not limited to conference calls, Zoom and Teams meetings and in-person meetings.
• May assist with the organization and planning of events. Assists with collection of marketing materials.
• Coordinating with attorney talent team, may obtains approvals and coordinate attendance for outside training programs (MCLE).
• Assists with creating and maintaining client/matter and communication lists.
• Maintain calendar and contacts for attorneys. Maintain electronic filing system via Outlook.
• Perform document conversions, e.g., PDF to Word, etc.
• Handle telephone calls from internal and external sources including taking accurate messages and appropriately routing calls.
• Coordinate prints, scans and duplicating projects with Digital Document Center or Print/Mail Service Centers.
• Coordinate travel arrangements (air, hotel, rail, car rental and black car) with firm-provided travel agency.
• Coordinate the New Matter Intake process. Prepare, finalize, and distribute new client Engagement Letters, New Business Memo, etc. Including follow-up with client to ensure receipt of fully executed Engagement Letter. Initiate Conflicts Checks.
• Perform other related duties, special projects, and assignments as required.
• Provide back-up support and vacation coverage.
• Proactively follows-up with managers and colleagues for feedback on projects completed and requests for…