Practice Assistant, Team Leader
White & Case
Houston, TX
Description
Firm Summary
White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.
With lawyers operating from more than 47 locations, working around the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world’s key financial markets and our strengths in handling complex cross-border work.
It’s not just about our global network of offices; it’s the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It’s one of the reasons we attract and retain cross-border work.
Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Our people represent 90 nationalities and speak 80 languages.
Position Summary
The Team Lead will help support Practice Assistant workflow, assist with projects and help coordinate desk coverage. As the leader of the Practice Assistant team, the Team Lead is responsible for overseeing and performing a broad range of secretarial, administrative and legal office tasks. The Team Lead position requires the ability to handle sensitive and confidential responsibilities while effectively managing multiple tasks and supporting several individuals simultaneously. A professional and courteous demeanor is required at all times and in all interactions. The Team Lead will work collaboratively as a member of the Practice Assistant team, partnering with colleagues to deliver high-quality service to both internal and external clients, including their assigned attorneys and all attorneys in the office. The Team Lead plays a key role in organizing and streamlining workflow in close collaboration with lawyers and legal support staff to ensure efficient and effective team operations.
Duties and Accountabilities1
- Review and approve weekly Kronos timecards for the Practice Assistants
- Review and approve/refuse Practice Assistant time off requests based on business needs. Consult with Manager, Office Operations as necessary to ensure proper staffing levels
- Arrange daily Practice Assistant coverage in the event of unplanned absence
- Review shared calendar weekly and arrange coverage for planned absences.
- Prepare and distribute monthly schedule for in-office coverage
- Prepare and distribute email to attorneys and PAs in the event of a PAs unscheduled absence. Prepare and distribute the morning report
- Meet with the Manager, Office Operations regularly to discuss progress, concerns and ideas relating to the Practice Assistant team
- Provide excellent internal and external customer service to attorneys, clients and visitors
- Serve as a liaison between administrative departments and legal staff
- Assist, train, and mentor new Practice Assistants
- In coordination with the Manager, Office Operations, assign PAs to attorneys
- Answer, screen, and place calls in a professional manner; take accurate messages and promptly inform attorneys
- Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itinerary planning, ensuring smooth logistics and adherence to travel policies
- Manage expense reports and invoices, ensuring accuracy and compliance with Firm policies
- Prepare and edit correspondence, presentations, reports, and other documents, maintaining accuracy, clarity, and confidentiality
- Prepare client bills for Partners
- Create, organize and maintain files
- Draft and submit diaries
- Maintain client and matter lists
- Create and maintain Outlook contacts and e-mail distribution lists
- Keep Desk Reference information up to date and easily accessible for use by Practice Assistants
- Identify, solve, or report technical problems for rapid resolution
- Have a thorough knowledge of department and Firm procedures and uphold all rules and procedures
- Participate in yearly goal setting with Manager. Meet or exceed yearly goals
Qualifications
- Minimum three (3) years of legal secretarial experience
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively
- Demonstrated discretion and integrity in handling confidential information and sensitive matters
- Attention to detail and a high level of accuracy in all work activities
- Skilled in comprehending and complying with instructions
- Strong written and verbal communication skills
- Positive and initiative driven approach
- Ability to foster good relationships with members of the team
- Flexibility and adaptability to changes in workflow requests
Location & Reporting
- This role is based in Houston.
- This role reports to the Manager, Office Operations.
Note to Recruitment Agencies
Our internal Recruitment team are responsible for all end-to-end lateral recruitment processes. All agencies must sign White & Case terms of business, which are office specific. Candidates submitted by an agency without terms of business agreed with the appropriate office, and/or outside of our online application tracking system, will not be considered a formal introduction. Any applications and CVs sent directly to White & Case Partners and employees will not be accepted as formal introductions. If you have any questions, please contact the Americas Lateral Recruitment team.
Equal Opportunities
White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a fair workplace. It is our Firm’s policy to recruit, employ, train, compensate and promote without regard to race, color, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.
Applicants who are interested in applying for a position and require an accommodation during the process should contact talent.acquisition@whitecase.com.
Benefits at White and Case
White & Case LLP offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt roles are also performance bonus eligible.
The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.
1The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.
Expected Workplace: Onsite