Legal Assistant - Transactional

Allen Matkins•Los Angeles, CA

3h•$80,000 - $110,000

About The Position

Under general supervision, the Legal Assistant performs secretarial tasks supporting assigned attorneys and other timekeepers. The role maintains general knowledge of the Firm’s practice areas and specialized knowledge of assigned attorneys’ practice areas and clients, while ensuring client relations and satisfaction. It coordinates complex day-to-day scheduling, logistics, and administrative tasks; manages client relationships across diverse practices; and supports attorney billing and collections. As an integral member of attorney teams, the Legal Assistant is expected to proactively solve problems and work effectively in a fast-paced environment. The position also supports transactional legal work, including drafting and proofreading practice-specific documents, assisting with transaction closings, preparing closing binders and indexes, and preparing or filing corporate documentation. The Legal Assistant collaborates with attorneys, Legal Assistants, and other Firm departments, maintains attorney files, and supports client intake, matter tracking, and workflow. The role requires discretion, strong customer service, attention to detail, and the ability to manage changing priorities and deadlines.

Requirements

High school diploma or equivalent.
Ability to handle multiple assignments and prioritize changing tasks in a high-pressure environment while responding effectively and meeting tight deadlines.
Good judgment and ability to maintain confidential information.
Self-motivation, ability to follow work instructions accurately, and ability to work with minimal supervision in a fast-paced environment.
Ability to work through complex document markups and instructions accurately and promptly.
Ability to troubleshoot documents quickly.
Excellent interpersonal, verbal, written, and grammar communication skills.
Strong commitment to quality results and customer satisfaction.
Typing speed of at least 70 words per minute with a high level of accuracy.
Strong proofreading, grammar, and word-processing skills.
Strong technology skills and ability to learn new technology and software quickly.
Advanced proficiency in Adobe, MS Word, Excel, DocuSign, Aderant, and time-entry software.
Proactive team-player approach; flexibility, organization, and attention to detail.
Positive, no-task-too-small attitude and willingness to adapt to changing business demands.
Ability to work core business hours with flexibility for overtime as required.
Ability to interact effectively with clients, attorneys, staff, and management.

Nice To Haves

College degree strongly preferred.
Minimum 3–5 years of law firm experience strongly preferred.
Executive Assistant experience is a plus.

Responsibilities

Perform administrative duties, including correspondence, calendar management, meeting and appointment coordination, client contact list maintenance, expense reports, time entry, and dining and travel arrangements.
Serve as the primary point of contact for attorney practice management, including practice support, client and business development, and proactive problem-solving.
Provide professional client relationship management and high-level client service.
Direct attorney billing and collection efforts, handle invoice correspondence as instructed, and monitor accounts receivable reports.
Attend attorney meetings and prepare meeting reports and action plans.
Organize and implement attorney roster contact activities.
Track attorney projects and matters, establish project schedules, and ensure progress and completion.
Assist with occasional personal administrative tasks for attorneys, as requested.
Anticipate attorney needs, identify competing priorities, and ensure deadlines, commitments, and responsibilities are addressed promptly.
Draft, edit, proofread, and finalize practice-specific legal documents and redline comparisons.
Assist with transaction closings, including document reviews, signature packets and pages, document finalization, organization, and distribution.
Prepare closing binders and indexes after transactions close.
Prepare, file, and/or order corporate documentation.
Prepare client intake information and ensure it follows conflict and engagement procedures.
Maintain attorney files and manage and process desk workflow.
Ensure work is complete, accurate, and timely.
Provide procedural knowledge and mentorship for new attorneys.
Use required software, including the Firm’s workflow program and BigHand.
Attend Firm training sessions as required or requested.
Collaborate daily with other Legal Assistants and Firm departments to facilitate legal support.
Retain a notary commission and perform notarial acts for Firm business, as requested.
Act as a confidant for attorneys and connect them with Firm or other resources.
Mentor junior staff and new employees and provide peer support, as requested.
Perform other duties as assigned.