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Administrative Specialist

Administrative Specialist

CompanyMunger, Tolles, & Olsen
LocationLos Angeles, CA, USA
Salary$26 – $26
TypeFull-Time
Degrees
Experience LevelEntry Level/New Grad, Junior

Requirements

  • A high school diploma is required.
  • A college degree or administrative assistant experience is preferred.
  • Strong analytical and problem-solving skills with attention to detail.
  • The ability to organize and prioritize multiple assignments, using judgment and initiative to accomplish results. Produce accurate work while meeting time-sensitive deadlines.
  • Strong communication, interpersonal skills, teamwork and customer service skills.
  • Ability to interact effectively and professionally with all levels of management, staff and a variety of external entities including clients and prospective clients of the Firm.
  • Excellent computer skills. Working knowledge of time tracking/billing applications preferred.
  • Solid knowledge of processes, procedures and technologies required by the administrative assistant profession and the Firm’s practice areas/groups.

Responsibilities

  • Organizes work materials
  • Requests and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneys
  • Arranges for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriate
  • Sends, tracks and manages document projects handled by the Word Processing Center, Service Center and outside vendors
  • Arranges couriers, create shipping labels, shipments and track status and delivery
  • Proofs and prepares documents for final drafts
  • Transcribes from audio or video files, handwritten materials and dictation
  • Opens, sorts, prioritizes and distributes mail
  • Backup for phone support
  • Backup for reserving room setup, A/V setup and RSVP of attendees
  • Schedules/reschedules calendar items based on incoming requests
  • Monitors client news and coordinate competitive intelligence information with the Library
  • Responds to client billing inquiries and requests for information
  • Coordinates with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changes
  • Check-in, print necessary documents, coordinate destination information/arrangements
  • Sets flight notifications, track and communicate delays/changes
  • Scans documents into FileSite
  • Indexes files for offsite storage, recalls boxes from offsite storage, cleans up unused/unneeded files, organizes files for optimal recall ability and storage efficiency, updates matter pleading clips
  • Schedules, communicates and coordinates court reporting services, videographers, process servers and attorney services, provides court filing assistance to secretaries
  • Coordinates and maintain admission to necessary courts
  • Pulls public documents and regulatory filings using WestLaw, EDGAR, Redline, and internet research
  • Assists in creation of new matters, in addition to updates to audit and close-out letters
  • Other specific duties will be assigned depending on the department being supported
  • Keeps the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm
  • Participates in special projects as assigned
  • Completes other tasks as assigned
  • Produces work product with close attention to detail and reviews work as part of the team’s quality control process
  • Self-initiates actions to identify problems before they occur and thorough due-diligence
  • Updates team reference documents to maintain quality control
  • Participates in training of new software for firm processes.

Preferred Qualifications

  • A college degree or administrative assistant experience is preferred.
  • Working knowledge of time tracking/billing applications preferred.