Legal Practice Assistant

Legal Practice Support Frankfurt, Germany

King & Spalding, a leading global law firm, is seeking a candidate to join the LPA team in the Frankfurt office. The mission of the LPA team is to assist the Firm and its lawyers in providing world-class service to the Firm’s clients.  The LPA team is committed to serving the evolving needs of the Firm and takes pride in producing high quality, professional work.  This position will work closely with other various members of the team and will report to the Office Manager.
Key Responsibilities:
  • To provide LPA support to assigned fee earners and back up cover as and when required for other LPA team members and sometimes for the receptionists.
  • Excellent communication skills establishing ongoing positive business relationships on a global basis with clients and colleagues, in person and by phone and/or email basis; maintaining confidentiality of the lawyer-client relationship.
  • Strong organisational skills to manage and maintain lawyers’ schedules and calendars.
  • Maintain lawyers’ contacts in Outlook and BD Hub.
  • Work with beA and beSt and be part of the deadline control team (education as Rechtsanwaltsfachangestellte)
  • Answer and screen calls, field inquiries, relay messages, respond promptly to client needs, and respond to email and voicemail as soon as possible.
  • Coordinate domestic and foreign travel including preparing travel itineraries.
  • Track, organize and process reimbursements, invoices via Chrome River.
  • Scheduling and organising onsite and offsite meetings, assist with arranging attendance and participation at conferences, speaking engagements, client proposals, pitches, and events.  Work closely with other Firm personnel to coordinate room/event location reservations, food and beverage services, and event materials.
  • Create, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations.  Draft routine correspondence, forms and emails, etc.
  • Process (enter if required) and close time for lawyers adhering to weekly and monthly deadlines.  Coordinate correction of time entry errors, when needed.
  • Run conflict checks, assist lawyers with opening new client matters, and draft engagement letters and other required documents; provide guidance to attorneys so completed forms are submitted properly.  
  • Perform routine filing, photocopying, scanning, compiling, and distributing of documents; identify and coordinate available services provided by administrative departments such as office services, the IT service desk, the US resource center, finance and billing, and records.
  • Assistance with Firm pro-bono work; research and project management, as and when required.
  • Archiving files using File Trail and sending offsite, where appropriate.
  • Assisting drafting, preparing, amending and finalising client billings.  To be compliant with Firm AML policies and procedures.
  • Keeping updated with K&S IT applications by regular attendance at workshops.
  • Attending Firm and secretarial meetings.
  • Ensuring notification of your own and your fee earners absences are recorded in the Frankfurt Calendar, also reflected in updated voicemail and email notifications.
  • Assist with general overflow of secretarial work and occasional reception cover, when availability permits.  Keeping your handover folder up to date.
  • Perform other related administrative tasks as required and assigned.
Qualifications:
  • Detail oriented, efficient, and have the capacity to work both independently and collaboratively in a fast-paced, high-volume environment with the ability to remain focused.
  • Adapt to changes in the work environment, multitask regularly, demonstrate excellent time management skills, and manage competing demands on a daily basis. 
  • Exhibit sound judgment, and will have strong technical, organizational, and administrative skills demonstrating accuracy and strong attention to detail. 
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), including formatting documents using Styles. 
  • Previous legal administrative support experience essential.
  • Language skills: German and English fluent
The firm offers a generous total compensation package with bonuses and raises awarded in recognition of individual merit-based performance. Eligible employees may participate in King & Spalding’s comprehensive benefit program including health and wellness plan, life and disability insurance, flexible spending accounts and a health savings account, a 401(k) plan, profit sharing plan, discount programs, and a substantial Paid Time Off (PTO) program. 
 
We are proud of our remarkably cohesive culture, which now encompasses more than 2,300 lawyers and business professionals in 24 locations worldwide.  We seek to attract and develop the very best talent to work with us. 
 
King & Spalding LLP (K&S) is committed to providing equal employment opportunity to all applicants and employees in full compliance with all state, federal, and local laws prohibiting discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, age, disability or any other status protected by applicable law.