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We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success.
This position is based in our Philadelphia office.
General Description:
The Paralegal Assistant provides clerical and administrative support to paralegals and attorneys by assisting with document management, file organization, and preparation of materials to support legal matters and practice group‑specific activities. Working under direct supervision, the role helps ensure timely completion of work and smooth workflow by handling routine, process‑driven tasks that do not require advanced legal training or independent judgment. The Paralegal Assistant applies established procedures and firm systems to gather, organize, file, and retrieve documents, addresses basic issues, and escalates more complex matters to higher‑level staff as appropriate, enabling paralegals and attorneys to focus on work requiring substantive legal expertise.
Key Responsibilities and Essential Job Functions:
Provide clerical and administrative support to paralegals and attorneys under direct supervision to ensure efficient workflow and timely completion of legal work.
Gather, compile, organize, file, retrieve, and distribute physical and electronic documents using established firm systems and procedures.
Prepare and maintain case- and transaction-related files, including indexing, labeling, numbering, and active file maintenance.
Assist with the preparation of materials such as files, exhibits, binders, and document sets for trials, hearings, depositions, mediations, arbitrations, closings, and other practice group specific events.
Support document production and filing activities, including compiling documents for court or regulatory filings, monitoring status, and distributing copies as directed.
Perform routine document tasks such as converting files to required formats, drafting indexes or tables of contents, and saving documents to designated repositories.
Handle basic administrative and case‑support tasks, address routine issues, maintain confidentiality, and escalate more complex matters to paralegals or attorneys as appropriate.
Work collaboratively within a team environment while following established guidelines and instructions.
Expected to maintain a regular and predictable work schedule and full attention to and engagement in work activities on behalf of the firm during business hours unless otherwise approved or required by applicable law.
Special projects and duties as assigned.
Required Skills:
Knowledge of or ability to learn Microsoft Office Suite, or Microsoft 365.
Ability to perform clerical and administrative legal support tasks under the direction of paralegals and attorneys.
Strong document management and organizational skills, including filing, indexing, labeling, numbering, and maintaining physical and electronic records.
Attention to detail when compiling, organizing, reviewing, and preparing documents and binders.
Ability to follow established procedures, instructions, and firm systems for document handling and file maintenance.
Proficiency in routine document tasks such as converting documents to required formats (e.g., Word or Excel to PDF) and saving files to designated repositories.
Ability to work collaboratively in a team environment and communicate effectively with paralegals, attorneys, and support staff.
Ability to work under direct supervision while meeting deadlines and supporting multiple assignments as directed.
Ability to handle basic issues independently and escalate more complex matters appropriately.
Required Qualifications & Education:
Bachelor’s degree.
1 - 3 years of experience.
Experience performing document organization, filing, and case or transaction support activities.
Preferred Qualifications & Education:
Prior experience providing clerical or legal support in a law firm, legal department, or related professional environment.
Physical Requirements:
Ability to sit or stand for extended periods of time.
Moderate or advanced keyboard usage.
Benefits: Our goal is to promote a work environment in which individuals have access to the resources they need to be their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being.
Below are the benefits we offer: comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners; life and AD&D insurance; short and long term disability insurance; tax-advantaged accounts for health care expenses, including FSAs and HSAs; FSAs for dependent care; health advocacy services; behavioral health and counseling resources for all family members; 401(k); profit sharing; backup dependent care; senior care planning support; resources for individuals with development disabilities and their caregivers; and paid holidays and other paid time off, including paid leave for new parents.
Holland & Knight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related conditions, transgender status, and sexual orientation), national origin, age, disability, genetic information, veteran status or any other factor prohibited by law.
Applicants who are interested in applying for a position and require an accommodation during the process should contact ApplicantAccommodations@hklaw.com.
Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information Portal for Holland & Knight LLP’s privacy policies.