Munger, Tolles & Olson LLP is a prestigious law firm known for its commitment to excellence and service. They are seeking an Administrative Specialist to perform a variety of administrative tasks to support legal secretaries, attorneys, and other administrative teams, while providing high-level customer service and maintaining confidentiality of firm and client information.
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
Skills
- 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
- A college degree or administrative assistant experience is preferred
- Working knowledge of time tracking/billing applications preferred
Benefits
Company Overview
Munger, Tolles & Olson is a 200-lawyer firm based in Los Angeles with a national practice representing clients in a broad range of complex and high-profile matters. It was founded in 1962, and is headquartered in Los Angeles, California, USA, with a workforce of 201-500 employees. Its website is http://www.mto.com.
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