Working in our Downtown Los Angeles office, this full-time non-exempt position performs a variety of administrative support duties and delivers high-quality services to internal and external clients, exhibiting a commitment to integrity and excellence. The position, reporting to the Director of Administration, requires thorough knowledge of all firm and practice specific administrative processes and procedures, information technology systems, research tools and a broad-based understanding of the clients, matters and associated practices. The scope of responsibilities includes prioritizing, managing and following through on multiple projects, and communicating effectively, courteously and professionally with clients, attorneys, staff and peers. This role has no direct reports.
Critical features of this job are described under the headings below. They may be subject to change at any time due to reasonable accommodation or other reasons.
ESSENTIAL FUNCTIONSThe position's essential functions include but are not limited to:
- Draft, review and revise legal and non-legal documents including correspondence and memoranda, pleadings, PowerPoint presentations, budgets, etc.;
- Format court pleadings according to applicable court rules and generate tables of authorities and tables of contents using Firm software;
- Demonstrate understanding of, and facility with, local rules of court, municipal, state and federal rules of procedure;
- File documents with courts and administrative bodies, including electronic filing where applicable;
- Arrange for service of pleadings and subpoenas;
- Assist with preparation for and scheduling of meetings, teleconferences, conferences and travel;
- Organize documents, and prepare binders and files to house relevant legal and non-legal materials;
- Review incoming mail and route to attorneys, the Firm's Calendaring Department, and others;
- Maintain shared office calendars and individual attorney/director calendars in Outlook, partnering with the Firm's Calendar Group when necessary;
- Maintain electronic and physical case files;
- Demonstrate understanding of municipal law documents, including staff reports, resolutions, ordinances, agendas and notices;
- Partner with Firm's Records Group to create, review and maintain electronic and physical case files;
- Assist with tracking and management of various projects;
- Enter attorneys' billable time as requested according to Firm billing policies and coordinate with Firm's billing personnel to facilitate attorneys' timely review of monthly billing statements;
- Proofread
- Prepare expense reports and check requests, book travel and coordinate payment to vendors when necessary;
- Regular, reliable and punctual attendance;
- Back up secretaries during planned and unplanned absences;
- Take direction and apply corrections to future revisions;
- Partner with attorneys to proactively manage their business development activities;
- Maintain composure and work efficiently and accurately during highly stressful circumstances;
- Demonstrate excellent customer service;
- Build relationships with key staff in client offices, including periodically traveling to client sites;
- Work cordially, cooperatively and productively with Firm employees; and
- Work overtime as needed to complete essential functions.
Management retains the right to add to or change the essential functions of this position at any time.
QUALIFICATIONSThe following qualifications are required:
- High school diploma required; Bachelor's degree or paralegal certificate preferred;
- Minimum of five years of legal secretary/legal assistant experience;
- Prior litigation experience is required; appellate experience is preferred;
- Superior customer service skills;
- Strong organizational skills and ability to contribute to streamlining processes;
- Accuracy in grammar, spelling and punctuation;
- Ability to work well under pressure and multi-task in a fast-paced, deadline-driven environment;
- Strong attention to detail;
- Pro-active self-starter with ability to work independently, as well as in a team environment;
- Experience using Microsoft Office, including strong knowledge of MS Word, PowerPoint and Excel (experience using Office 365 is preferred); and
- Prior experience with iManage, Best Authority, CCC Macros, time and billing systems, and Adobe Professional is preferred.
The pay range for this position, working in our Los Angeles office is $48.08 to $54.80 per hour, depending on experience, paid semi-monthly.
Please, only apply if you meet all requirements for this position.
