Transactional Secretary/Practice Specialist I (New York)

Sheppard, Mullin, Richter & Hampton LLP, a global Am Law 50 firm, is seeking a Transactional Secretary/Practice Specialist I based in our New York office.

Sheppard Mullin is hiring an experienced, well-organized Practice Specialist based in our New York office. The Practice Specialist will provide essential, high-level administrative and executive support to healthcare practice group attorneys and a Practice Team Lead, managing a variety of tasks in a dynamic, high-pressure environment. Key duties include creating and managing new business intakes and engagement documents, entering timesheets, coordinating busy schedules, organizing meetings, making travel arrangements, and preparing correspondence independently. The Practice Specialist will interact with attorneys, management, staff, and external vendors, ensuring efficient communication and seamless coordination. Qualified candidates will have at least five years of experience in a professional environment, advanced knowledge of Microsoft Office (including Word, Excel, Outlook, and PowerPoint). Strong written and verbal communication skills, attention to detail, and the ability to adapt to changing demands are essential. A positive attitude and exceptional interpersonal skills will support effective teamwork and client interaction.

The Practice Specialist will provide essential, high-level administrative and executive support to healthcare practice group attorneys and a Practice Team Lead, managing a variety of tasks in a dynamic, high-pressure environment.

This role involves organizing, prioritizing, and coordinating multiple tasks to meet deadlines, handling responsibilities with professionalism, and maintaining confidentiality. Key duties include creating and managing new business intakes and engagement documents, entering timesheets, coordinating busy schedules, organizing meetings, making travel arrangements, and preparing correspondence. The Practice Specialist will interact with attorneys, management, staff, and external vendors, ensuring efficient communication and seamless coordination. Strong written and verbal communication skills, attention to detail, and the ability to adapt to changing demands are essential. A positive attitude and exceptional interpersonal skills will support effective teamwork and client interaction.

This position requires a reliable, self-motivated individual who can work independently, take initiative, and prioritize tasks. The ability to collaborate with firm personnel at all levels, engage professionally with clients and attorneys, and work productively under pressure is essential. Flexibility and availability to work overtime as needed will also be required to meet project demands. This role is suited for a detail-oriented, adaptable individual who thrives in a collaborative environment and effectively manages multiple priorities.

Essential Job Functions

• Format, edit, input, retrieve, copy, scan, manage, and transmit various forms of legal documents.
• Schedule and coordinate appointments, meetings, travel arrangements, and related planning.
• Conduct conflict checks and handle new matters, including preparing engagement letters and managing client and case documents.
• Work closely with attorneys, practice team leads, and paralegals to prepare and file official correspondence using the Firm’s standards and procedures.
• Communicate regularly with the team. Double check work product before presenting to attorney for review and again before sending or filing.
• Proactively manage casework and assignments, ensuring all deadlines are met in a timely manner.
• Must be available and able to work during core business hours and overtime.
  
  

Qualifications And Experience

Required Qualifications:

• A minimum of five years or more experience in a professional environment.
• Ability to handle multiple projects with changing priorities while working independently in a fast-paced environment.
• Ability to work overtime, evenings, and weekends, as needed.
• Ability to work independently and within a team environment.
• Possess excellent spelling, grammar, and punctuation skills.
• Strong attention to detail, ability to prioritize tasks, and excellent time management skills to meet deadlines.
  
  

Education And/or Experience

A high school diploma or equivalent is required, plus substantial and relevant work experience. A bachelor's degree or some college is preferred.

License and Certification

A secretarial certification or ABA approved paralegal certification is preferred.

Computer/Software Knowledge

Must have proficiency in Windows 10, Microsoft Outlook, Excel, PowerPoint, Adobe Acrobat, Zoom, and Teams, and experience working with a document management system. Must be able to quickly learn new skills and systems.

Work Environment

• The current Firm policy is hybrid–working in the office a minimum of 3 days per week and working from home the rest of the week (subject to change).
• Overtime may be required as the job duties demand.
  
  

New York: The pay range for this position is: $27.00 - $66.00 per hour. Please note that the foregoing compensation information is a good-faith assessment associated with this position only and is provided pursuant to the New York City Salary Transparency Law.

Sheppard Mullin is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity and/or expression, national or ethnic origin, ancestry, citizenship, age, marital status, protected medical condition, physical or mental disability, veteran status, or any other characteristics protected by law.

Req: #2025-3259