The Practice Assistant provides business development, administrative, and records management support for the International Trade practice group.

RESPONSIBILITIES/ESSENTIAL FUNCTIONS:

Business Development Support

• Supports business development activities including client targeting and cross-selling; client, sector and competitor analysis; campaigns including communications such as legal directory submissions, brochures, online content, events and conferences
• Creates, maintains, and circulates trackers for various opportunities by monitoring websites and data sources specified by practice group
• Drafts and edits client alerts and other client communications
• Contributes to other business development projects for the practice group as requested

Administrative and Records Management Support

• Provides support to practice Legal Administrative Assistants, including:
• Enters and releases attorneys’ time entries and maintains records
• Processes expenses, reimbursements, and vendor invoices
• Prepares new business intake forms, conflict sheets, and engagement letters and assists with issue resolution
• Coordinates conferences, meetings, and appointments, including catering and audio-visual equipment
• Prepares outgoing mail (i.e., USPS, FedEx, UPS, DHL, etc.) and coordinates couriers
• Prints and organizes documents across multiple formats, including Word, Excel, PowerPoints, PDFs, and emails
• Maintains and updates client contacts and distribution lists in the firm’s client management system
• Retrieves documents and information from relevant court and agency websites and electronic case management systems and prepares daily service lists for current pending matters
• Assists with internal group records maintenance procedures, as needed, including but not limited to document intake and entry, document uploading, document logging and tracking, indexing, general classification and labeling of documents and associated electronic materials, and hard-copy retrieval and recall
• Collaborates with Legal Support staff, legal administrative assistants, and attorneys as needed regarding daily service lists and information gathered from Access

EDUCATION AND EXPERIENCE:

• High school diploma required
• Relevant experience in a legal or professional/business services sector strongly preferred
• Experience with data tracking, import, and analysis strongly preferred, experience obtaining data via APIs preferred

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to communicate professionally and effectively, both in oral and written form
• Ability to demonstrate attention to detail and accuracy
• Ability to multi-task, prioritize/coordinate deadlines, and track progress of tasks
• Ability to think critically and analytically in a deadline-driven environment
• Ability to organize and prioritize projects and deadlines
• Ability to manage workflows and delegate projects as necessary
• Strong proficiency with Excel (standardized data entry, filtering, sorting, arithmetic/statistical formulas, pivot tables, etc.); familiar with Power Query and data import/aggregation beneficial
• Proficiency in office productivity tools (Outlook, Word, Excel, PowerPoint, and Adobe Acrobat), law firm timekeeping/billing programs, and document management systems
• Possesses the attitude of collaboration and sharing
• Willingness to learn and adopt new methodologies
• Must maintain confidentiality of work-related information and materials
• Must establish and maintain effective working relationships in or out of a team environment
• Flexibility to work overtime on an as-needed basis

WORK ENVIRONMENT:

• Position operates in a professional office environment which is usually quiet to moderate
• Position routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets
• Position requires that the employee be able to multi-task in a fast-paced work environment

• This position is primarily a sedentary position. However, some duties and responsibilities may require the employee to lift files, open filing cabinets, bend or stand, reach with arms and hands, climb or balance, occasionally move about to access office equipment, file cabinets, etc.
• May require employee to carry or lift items weighing up to 10 pounds

This description outlines the basic requirements of this position. It is not intended to be a complete description as other duties may be assigned.

• Wiley is an Equal Opportunity Employer with a strong commitment to the achievement of excellence, diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other characteristic protected by law.