Practice Assistant

Chiyoda-ku, Tokyo

Job Description

The Practice Assistant is a hybrid role primarily responsible for providing administrative and practice support to attorneys and other secretaries, while also contributing to business development and marketing initiatives. The Practice Assistant is focused on ensuring smooth daily operations, providing exceptional client service, and supporting attorneys and secretaries. The Practice Assistant also supports local business development and marketing initiatives including pitches, events, client engagement, and research. This role is ideal for a highly organized professional interested in legal practice support and law firm business development and marketing.

Essential Functions:

Practice Support

• Manage attorney calendars, coordinate meetings, and arrange travel logistics.

• Draft, edit, and proofread correspondence, legal documents, and presentations.

• Assist with matter openings, conflict checks, and engagement letters.

• Prepare expense reports and process invoices for payment.

• Maintain electronic and paper client/matter files in accordance with firm policies.

• Support billing processes, including time entry and client billing assistance.

• Provide backup and overflow coverage for secretaries when needed.

Business Development & Marketing Support

• Assist with the coordination and preparation of pitches, proposals, and other online marketing materials with department guidance.

• Update attorney biographies, practice group descriptions, and marketing collateral.

• Conduct research on clients, industries, and competitors to support attorney outreach.

• Help maintain the firm’s CRM database (e.g., InterAction), ensuring accuracy of client and contact information.

• Support client events, webinars, and sponsorship activities, including logistics, invitations, and follow-up tracking.

• Coordinate newsletters, client alerts, and other client-facing communications

Required Education, Knowledge and Experience

• Bachelor’s degree preferred; equivalent administrative, legal, or marketing support experience considered.

• Minimum 3 years’ experience in a professional environment.

• Prior experience in a law firm or professional services organization strongly preferred.

Required Skills and Abilities

• Proficiency with the Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).

• Experience with legal document management systems (NetDocs, iManage) preferred.

• Familiarity with CRM databases (InterAction) preferred.

• Comfortable with research tools and basic marketing platforms a plus.

• Strong organizational skills and attention to detail.

• Excellent written and verbal communication skills in both Japanese and English.

• The ability to prioritize multiple tasks and meet deadlines under pressure.

• Professionalism, discretion, and a client-service orientation.

• Flexible, team-oriented, and adaptable to changing needs.

• Proactive and eager to contribute to both client and attorney support as well as growth initiatives.

Working Conditions

• Full-time, primarily in-office with potential hybrid flexibility per firm policy.

• Overtime may be occasionally required.

Physical Requirements

• Ability to occasionally lift 11 kg.

Pillsbury Winthrop Shaw Pittman LLP is an Equal Opportunity Employer.

If you require an accommodation in order to apply for a position, please contact us at [email protected].