Join our Labor & Employment Team as an Administrative Assistant in our San Diego (Del Mar) office. We are seeking a highly skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. With a client-focused mindset and an initiative-taking approach, you will play a critical role in driving the team's success. If you are someone who has a strong work ethic, demonstrates initiative, adaptability, and innovation, and is looking to expand your knowledge by working with transactional attorneys, we invite you to join our team.
This role will be based in our San Diego (Del Mar) office, on a primarily in-office basis (3-4 days in office). Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building. This role reports to the Business Director but supports the Co-Managing Shareholder's litigation team and other senior attorneys and paralegals in the group.
Position SummaryThe Practice Group Administrative Assistant provides administrative and records support to attorneys and/or paralegals within the Labor & Employment department. This entry-level role assists with document scanning, indexing, filing, and basic records maintenance, as well as supporting new matter setup, travel coordination, and expense processing. The position also helps maintain compliance with records procedures, legal holds, and ethical walls while providing general administrative support as needed for the group's associates and/or paralegals.
Key Responsibilities- Provides practice group and administrative support for the labor & employment department in San Diego.
- Scans and index documents into the document management system; perform general file maintenance including retrieving and distributing documents from various sources.
- Supports new matter opening for a high volume litigation desk.
- Coordinates department-specific documents for office meetings.
- Coordinates travel arrangements and process expense reimbursements and vendor invoices.
- Assists with opening new client matters.
- Conducts label review, validation, and provision.
- Indexes materials into the RMS database.
- Processes collections for transfers for departing attorneys and clients.
- Coordinates pickups and deliveries with offsite storage vendors.
- Handles labeling and auditing of files under Ethical Wall or Legal Hold.
- Responds to inquiries regarding records, files, and processes.
- Assists with overflow secretarial work and perform additional duties and responsibilities as assigned.
QualificationsEducation & Prior Experience
- At least a two-year (Associates) degree is required for this role with preference to those having studied legal studies, paralegal studies, or the like.
- 1-3 years of administrative or records experience, preferably in a law firm or professional services environment
Skills & Competencies
- Superior attention to detail and outstanding organizational skills.
- Excellent interpersonal and communication skills, both oral and written.
- Strong problem-solving abilities and good judgment.
- Ability to manage time effectively under pressure and meet strict deadlines.
- Motivated self-starter who can work independently and collaboratively.
- Maintain confidentiality of sensitive information.
- Establish and maintain effective working relationships within the firm.
Technology
- Proficiency with Windows-based software and Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).
- Experience with Records Management Systems like FileTrail is a plus.
- Ability to quickly learn new software applications.
- Availability to work full-time on-site with flexibility for overtime.
- Understanding of AI capabilities, limitations, and responsible use in a professional environment.
- Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.
The expected pay range for this position is:
$37.50 to $49 per hour
Actual pay will be adjusted based on experience, location, and other job-related factors permitted by law. Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.
