Administrative Assistant

Keystone Law Group, P.C. • Los Angeles, CA

20d • $25 - $33 • Hybrid

About The Position

Keystone Law Group is seeking an Administrative Assistant to support its Operations Department and help achieve departmental and firm-wide objectives. The role works closely with and reports to department managers and the Director of HR and Operations. The position is hybrid, with four days per week in the office, and is based at the firm's West Los Angeles location.

The Administrative Assistant supports day-to-day office operations, including call handling, meeting documentation, client satisfaction survey reporting, facilities coordination, employee onboarding and offboarding, administrative inquiries, vendor renewals, inventory, and office organization. The role also analyzes inbound call data and provides backup support to the Receptionist and Mail & Facilities Clerk, along with other administrative work and projects as assigned.

Keystone Law Group is a boutique probate law firm with around 60 employees, focused on trust, estate, and conservatorship litigation, administration, and other probate disputes. Its Operations Department supports the firm's functionality, operational processes, resources, policies, service delivery, and risk management.

Requirements

• Professional, pleasant, and welcoming demeanor.
• Strong interpersonal skills.
• Superior verbal and written communication skills.
• Extreme attention to detail and strong organizational skills.
• Ability to work independently and as a member of a team.
• Ability to multitask and meet deadlines in a fast-paced office environment.
• Familiarity with Windows, Microsoft Office applications including Word and Excel, Adobe Acrobat, document management systems, and task/project management systems.

Nice To Haves

• Bachelor's degree strongly preferred.
• Professional services or law office administrative experience preferred.
• Experience handling high call volume strongly preferred.

Responsibilities

• Answer, screen, and direct incoming calls.
• Update office forms and templates.
• Prepare and finalize minutes for internal meetings, including team and support staff meetings.
• Manage the client satisfaction survey workflow, including reporting and analytics.
• Liaise with building management to address facility-related issues, including administering building safety policies and training.
• Assist with employee onboarding and offboarding administration, including updating firm documents, communicating with third-party vendors, and coordinating equipment setup.
• Provide administrative support to Operations managers and directors, including participating in physical item audits, coordinating client and vendor gifts, and electronically filing and organizing materials.
• Respond to and resolve administrative inquiries, including booking conference rooms and hotel offices.
• Analyze inbound call data from Teams and the outsourced phone vendor to assess service quality and cost effectiveness.
• Assist with inventory and upkeep of the firm's knowledge center.
• Assist with firm renewals for vendors, insurance, State Bar, LACBA, and other items.
• Provide backup support to the Receptionist and Mail & Facilities Clerk.
• Perform other responsibilities, administrative tasks, overflow work, and projects as assigned.

Benefits

• Employer-paid employee medical, dental, and vision insurance, with optional buy-up.
• Employer-paid life insurance.
• Lifestyle spending account to support wellness.
• 401(k).
• Paid time off and floating holidays.
• Discretionary bonus.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level