Job Description

ABOUT THE ROLE

We are seeking an Executive Assistant to join our Firm. This position is responsible for providing comprehensive assistance to, and managing resources for, partners, counsel, associates, and staff attorneys. This position will be based in our Los Angeles office and has a hybrid in-office/remote working schedule.

• Handles standard administrative functions including answering, screening and placing phone calls; opening and routing mail as directed; managing files, records, attorney calendars and time records; and preparing attorney expense reports.
• Proxies into attorney’s email (if permission is granted) to process new messages, maintain organized email folders and keep attorney apprised of priorities, handling proper filing of emails to retention folders and SRM.
• Anticipates attorney needs by proactively identifying potential issues and conflicts and taking the initiative to offer solutions and preempt needs.
• Prepares engagement letters and new client/matter memos, and updates active client/matter number lists to assist with the new business process.
• Utilizes tracking charts for keeping up-to-date records, with a special focus on billing and new business.
• Handles all aspects of document preparation, including processing edits, generating redlines, PDF creation, conversions and quality control of work product.
• Works in tandem with Client Accounting to ensure up-to-date and accurate client billing.
• Seeks ways of being energetically responsive to clients, providing superior client service in both small and large ways.
• Assists in promoting business development through entry of activities, maintenance of contacts and assembling of mailing lists in InterAction.
• Utilizes applications like Excel and PowerPoint to facilitate attorney’s work.
• Researches and makes complex travel arrangement for attorneys, including assisting with visa requirements.
• Prepares check requests for vendor invoices and actively follows up to ensure timely payment.
• Delegates work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy.
• Assists with attorney personal work when required.
• Ensures proper functioning of all software and hardware being used by attorneys, in consultation with technology support staff.
• Performs responsibilities of other support services when needed, including but not limited to printing, scanning, duplicating, quality control and hand-delivering packages.
• Performs other related duties and special projects as assigned.
• Assures that all completed projects adhere to accepted professional standards.
• Demonstrates strong interpersonal, written, and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Complies with and understands Firm operations, policies and procedures.
• Regular and reliable physical presence to work as part of a team, meet with clients, and use on-site equipment.

Qualifications

• Knowledge of relevant firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems

Education And Experience:

High School Diploma or equivalent

Minimum of five years’ of experience in an office environment or an equivalent combination of education and experience

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