Legal Practice Assistant

Overview

At MoFo, we couldn’t write our own success story without yours. Ready to write your story?

Join MoFo as a LEGAL PRACTICE ASSISTANT on our Practice Operations team!

This role can be based in Washington, D.C.
https://www.mofo.com/offices

ABOUT THE ROLE

The Legal Practice Assistant will provide comprehensive administrative support to attorneys and paralegals within the firm. This role requires a high level of professionalism, organization, and the ability to work both independently and as part of a team in a fast-paced legal environment. Ensures client service and satisfaction are attained in all areas of position.

Administrative Coordination

• Document Production:
• Creates, revises, and formats legal documents, spreadsheets, and presentations using the firm’s software (e.g., Microsoft Office Suite, Adobe Acrobat, etc.). Performs PDF-to-Word conversions.
• Assists with document comparison, proofreading, and ensuring consistency in all materials.
• Calendaring: Manages attorney calendars and schedules meetings.
• Travel Arrangements: Books travel (domestic and international) through designated travel providers and their booking systems, considering attorney preferences, cost guidelines, and itinerary efficiencies.
• Expense Management: Prepares expense reimbursements, reconciles travel expenditures, arranges for payment of invoices, and prepares check requests as needed.
• Time Entry and Reporting: Upon attorney request, diligently manages attorney time, including inputting timenotes provided by attorney, editing and proofreading, and ensuring compliance with matter codes and billing guidelines. Collaborates with attorneys to ensure timely submission. Collaborates with attorneys to finalize and submit time daily.
• Billing: Using the firm’s billing software, apply requested timenote changes, editing narratives, or transfers.
• Document Filing: Maintains and organizes both paper and electronic filing systems for client/matter-related documents.
• Client Meeting Support: Provides administrative support for client meetings, including arranging conference rooms, catering, and necessary technology. May send invitations on attorney’s behalf.
• Confidentiality: Handles confidential information with discretion and adheres to firm policies and procedures.

Team Support

• Attorney Support: Works proactively and efficiently to free attorneys from administrative burdens, allowing them to focus on core legal tasks. Anticipates attorneys’ needs by proactively asking questions.
• Client Interaction: Communicates professionally and courteously with clients, external counsel, and vendors, upholding a polished firm image.
• Team Player: Provides backup support to other department members, as needed. Volunteers for overflow work assignments when time permits and actively seeks to maximize productivity and promote teamwork. May participate in departmental projects designed to streamline workflow and/or resolve issues. Proactively supports the firm’s strategic initiatives and operational improvements.
• Work Recording: On a daily basis, utilizes firm-required application to record work tasks and time spent.
• Projects and Additional Support: Participates in special projects and provides additional support as needed.

Litigation Support:

• Trial Preparation (as needed): Coordinates creating trial binders, arranging depositions, managing exhibits, and liaising with court reporters and opposing counsel. Assists with trial preparation and logistics, including preparation of witness files.
• Case Management: Assists in all phases of a matter from case inception through trial or resolution. Coordinates management of case documents, including organization, review, and production of documents.
• Litigation Document Support: Assists with the preparation of court filings and assembles exhibits and appendices.
• Depositions: Books and coordinates logistics and orders with court reporters. Assists with all pre-deposition logistics (travel, food, building security, printing, etc.). Assists with depositions, including preparation of witness files, exhibits, notices, and subpoenas.

Transaction Support:

• Advanced Document Handling: Formats, edits, and files legal documents, such as closing binders, exhibits, and correspondence.

Boston Financial Transactions Group:

• Assisting/Finalizing Closings.
• Prioritizes closings over all other work requests.
• Works proficiently in document management system to locate deal-specific documents (i.e., Document Agenda/Closing Checklist prepared by attorney).
• Prepares draft Closing Document Checklists.
• Works proficiently in internal and external shared drives by locating transaction‑specific folders and/or creating deal folders as necessary.
• Edits PDF files to extract and save individual UCC, tax, and judgment lien search results.
• Prepares client-related extraction requests relating to a closing to ensure that extractions are ready for checklist preparation in a timely manner.
• Identifies closing copies and profiles according to the Closing Document Checklist.
• Creates zip folders for closings that are emailed to clients using Kiteworks.

ABOUT YOU

• Bachelor’s or Associate’s degree in business, finance, or a related field preferred.
• Minimum 2+ years’ experience in a law firm or professional services environment. Experience managing administrative tasks, legal documents, and scheduling required.
• Strong communication skills; ability to communicate effectively with all levels in an organization and build effective internal and external client relationships.
• Strong organizational skills and ability to manage large amounts of paper and electronic data.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
• High level of accuracy, attention to detail, and excellent proofreading skills.
• Strong team player skills and ability to work collaboratively with diverse individuals at all levels of an organization to achieve results.
• Reliability, dependability, and strong motivation to respond to requests quickly.
• Ability to multi-task, prioritize work, and meet deadlines.
• Ability to work under pressure and complete job assignments in an accurate and timely manner.

ABOUT MOFO

At MoFo, we collaborate as one firm, across borders, practice areas, and business functions and value fresh ideas and innovation over conformity and competition.

• About Us: https://www.mofo.com/about
• Inclusion + Engagement: https://www.mofo.com/community/we-at-mofo
• Commitment to Pro Bono: https://www.mofo.com/community/pro-bono
• The MoFo Foundation: https://www.mofo.com/culture/mofo-foundation

ABOUT OUR BENEFITS

MoFo offers a comprehensive benefits package starting on your first day.

• A variety of options for medical, dental, vision, life and disability coverage to meet the needs of you and your family.
• Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care.
• Global wellness program, including free access to Talkspace and Calm apps.
• Annual community service day to make an impact on your community and a birthday holiday just for fun.
• Education reimbursement annually.
• Dedicated Talent Development team.
• Competitive annual profit-sharing contribution.

Where required by law, salary ranges are stated below. Additional compensation may include a discretionary bonus, overtime as applicable, health/welfare benefits, retirement contributions, paid holidays, and PTO. The range displayed is specifically for positions performed in those cities/states and may vary based on factors including but not limited to the following: local market data and ranges; an applicant's skills and prior relevant experience; and certain degrees, licensing, and certifications. We will consider qualified applicants with criminal histories in a manner consistent with all applicable federal, state, and local laws, including Fair Chance Laws and Ordinances.

Washington, D.C. salary range: $53k to $74k

For questions regarding this position, please e-mail [email protected]