Administrative Assistant

Manatt, Phelps & Phillips, LLP•Palo Alto, CA

29d•$69,000 - $74,000•Onsite

About The Position

Manatt, Phelps & Phillips, LLP is seeking an Administrative Assistant to join their nationally prominent and growing professional services firm. This role involves performing a wide range of administrative functions in support of Professionals across the Firm's legal and consulting practices. Responsibilities may include supporting professionals who advise clients on regulatory, government, corporate, litigation, health care, and other strategic business matters, as well as a variety of consulting engagements.

Requirements

2-4 years of previous experience supporting multiple professionals
Ability to keep team members on track with processes, policies and deadlines in a fast paced environment.
Reliable, friendly and positive, can-do attitude is essential
Strong multi-tasking skills and the ability to prioritize activities and work under pressure to meet client deadline expectations in a fast-paced environment
Candidate should be a creative and independent thinker, but confident asking questions in order to complete tasks efficiently
This position will have extensive contact with others (including clients) requiring discretion and will need to maintain a professional and courteous when dealing with others
Strong writing and research skills
Exceptional organizational skills and strong attention to detail
Strong initiative and who is self-motivated and interested in taking ownership of the work and loves working as part of a team
Strong Outlook, Word, PowerPoint and Excel skills required.
Must be comfortable learning new software programs which support the business operations of the practice.

Nice To Haves

BA Degree highly preferred
Experience with legal billing software is also a plus

Responsibilities

Extensive calendar management and scheduling of meetings, conference calls, travel arrangements and events.
Oversee attorney time entry and coding to support accurate client billing and matter management.
Review, verify, and coordinate client billing information, ensuring invoices are accurate prior to submission and resolving billing revisions with the finance team.
Provide administrative support on special projects and collaborate with cross-functional teams to improve workflow processes and support business objectives.
Reception duties, including greeting incoming visitors for client meetings, depositions and team meetings, hospitality and conference room scheduling assistance.
Oversee meeting set ups and catering requirements.
Preparing draft court documents, specifically complaints, answers, discovery, briefs, motions, motions for summary judgment, correspondence and memos.
Organizing and maintaining documents, and case files, knowledge of document management software.
Prepare and format documents in Word
Management and tracking of expense reimbursements.
Provides back-up support to other administrative assistants and office as needed.
Answer emails and phone calls, and when necessary, redirect calls.
Ad hoc projects and duties as needed.