Practice Management Administrative Assistant Job at USA Jobs in Philadelphia

Practice/Industry Group Administrative Assistant

The Practice/Industry Group Administrative Assistant provides essential day-to-day administrative support to the attorney leaders and attorney members of Saul Ewing LLP's practice and industry groups. This role helps ensure the smooth functioning of the group by handling tasks such as meeting scheduling, calendar management, document organization, presentation creation, coordinating group activities and tracking internal processes. The position does not involve legal assistant or paralegal responsibilities and does not support billable legal work.

Essential Functions and Job Responsibilities:

Meeting & Event Coordination:

Schedule and coordinate internal group meetings, trainings, and events in collaboration with group Practice Managers and members of the Firm's Professional Development and Events teams.

Manage calendar invitations, reminders, logistics, and technology needs.

Assist with preparing agendas, capturing meeting notes (as necessary), and tracking related follow-up items.

Help prepare basic presentations and visuals for meeting purposes.

Document & Information Management:

Organize and maintain shared folders, internal documents, and group resources.

Ensure practice group files and records are up-to-date and accessible in accordance with firm guidelines.

Track group-specific data (e.g., attendance, skills, vacations, action items, internal deadlines) using spreadsheets or firm systems.

Perform regular audits of group matters to ensure proper coding.

Communication & Reporting:

Support group members with the templating/formatting of presentation materials for internal meetings and external presentations on behalf of the group.

Assist members of the Business Development team with administrative aspects of RFP responses and matter data tracking.

Help populate, maintain and extract reports from firm repositories and dashboards relied upon by the group.

Administrative Support for Group Operations:

Provide administrative assistance to Practice Group Leaders and members of other Firm Business Units such as Practice Management, Professional Development, Marketing and Knowledge Management as it relates to group-specific needs and activities.

Assist with administrative aspects of attorney onboarding and departures.

Track and support group initiatives or projects as assigned.

Assist with payment processing for expenditures to the group's budget, including sponsorship agreements and memberships.

Complete other duties as assigned.

Knowledge and Skills Required:

Strong organizational and time management skills with exceptional attention to detail.

Ability to prioritize and manage multiple tasks and meet deadlines in a fast-paced environment.

Excellent communication and interpersonal skills.

Self-starter and problem-solver with an efficient and collaborative mindset and ability to maintain confidentiality

Education and Experience Requirements:

2 years of experience in a professional services environment -- law firm experience preferred.

Bachelor's degree

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and familiarity with document management systems.

Additional Information:

Individual in this position will provide additional assistance and support as directed by their supervisor.

This job description is subject to change at any time.

Benefits:

Saul Ewing fosters a people first environment and one of the ways this is displayed is through its generous benefits. The firm is committed to offering a wide range of benefits to its benefit eligible employees to achieve wellness in all aspects of life, including:

Medical, dental, and vision insurance

Flexible spending accounts (FSA)

Health savings account (HSA)

Tuition reimbursement

Generous paid time off

401(k) retirement savings plan

Competitive salaries and year-end discretionary bonuses

Paid leave options, including parental

Saul Ewing University (learning and development programs taught by the firm's training department)

Family formation benefits

Saul Ewing is an Equal Opportunity Employer. We value diversity, seek qualified applicants, and make personnel decisions without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, marital or veteran status, citizenship, gender identity or expression, or any other legally protected status.