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Munger, Tolles & Olson LLP · 9 hours ago

Administrative Specialist

Los Angeles, CA

Full-time

Hybrid

New Grad, Entry Level

$28/hr - $28/hr

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.

ConsultingLaw EnforcementLegalProfessional Services

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

Qualification

Microsoft OfficeTime Entry/Billing SoftwareExpense Reporting SoftwareAdobe Acrobat SuiteElectronic Fax ProgramCustomer serviceCommunication skillsAttention to detailProblem solvingTeamwork

Required

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

Preferred

A college degree or administrative assistant experience is preferred

Working knowledge of time tracking/billing applications preferred

Benefits

Competitive pay

Benefits

Company

Munger, Tolles & Olson LLP

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.

Founded in 1962