Administrative Specialist

Munger Tolles & Olson•Los Angeles, CA

19h•$28•Hybrid

About The Position

The Administrative Specialist performs a variety of administrative tasks to support legal secretaries, attorneys and other administrative teams or staff. The Administrative Specialist maintains a general knowledge of the Firm's practice areas/groups. The Administrative Specialist provides a high level of personalized customer service and support while producing a high volume of consistently excellent work product in order to support the success of the Firm.

Requirements

A high school diploma is required.
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.
Solid knowledge of processes, procedures and technologies required by the administrative assistant profession and the Firm's practice areas/groups.

Nice To Haves

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

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