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Legal Assistant
3 months ago
JOB TITLE: Legal Practice Assistant (LPA)
SUPERVISOR: Director of Administration
OFFICE LOCATION: Oakland
JOB SUMMARY
The Legal Practice Assistant is responsible for providing daily administrative support for the Labor and Employment Group’s (LEG) practice group lead, and its Investigations sub-practice.
ESSENTIAL FUNCTIONS
The position’s essential functions include but are not limited to the following:
Provide administrative and Case Assistant support for LEG Investigations;
Maintain, and update weekly, the investigations case list, to ensure final investigation report deadlines and budgets are met and calendared in the LEG Master Practice Group calendar, and Compu law, when applicable;
Attend Investigations weekly team meeting;
Manage, schedule and calendar investigative interviews by Zoom and in person;
Provide word processing assistance, proofread and assemble investigative reports, contracts, legal memoranda, letter opinions, correspondence ,proposals and/or other documents as needed; and,
Manage calendar, travel, and speaking engagements to support business development and related projects.
CORE DUTIES
Prioritizing work flow, juggling multiple and sometimes competing priorities, exercising judgment to make basic decisions in a variety of work situations, and maintaining flexibility in day-to-day completion of duties;
Coordinate logistics of support for major conference presentations and attendance;
Review incoming correspondence and route as appropriate;
Organize documents, and prepare binders and files to house relevant legal and non-legal materials;
Partner with various Firm departments to accomplish tasks and projects;
Maintain shared/group office calendars and individual attorney calendars in Outlook;
Enter attorneys’ billable time as requested according to Firm billing policies and coordinate with Firm’s billing personnel to facilitate attorneys’ timely review of monthly billing statements;
Prepare check requests and coordinate payment to vendors when necessary;
Prepare expense reports and work closely with the Administrative Practice Assistant (APA) on travel arrangements;
Back up other LPAs and office administrative staff during planned and unplanned absences;
Take direction and apply corrections to future revisions;
Partner with attorneys to proactively manage their business development activities;
Familiarity with litigation secretarial duties a plus (i.e. rules of court, formatting pleadings, TOA/TOC, e-filing, etc.);
Demonstrate excellent customer service;
Work extended hours as needed;
Work cordially, cooperatively, and productively with all firm employees;
Attend work on-site on a regular, punctual and reliable schedule (on core days and as needed during high-stakes workflow);
Maintain composure and work efficiently and accurately during high-energy situations involving frequently changing circumstances; and
Other functions as assigned.
Management retains the right to add to or change the essential functions of this position at any time.
QUALIFICATIONS
The following qualifications are required unless otherwise noted:
High school diploma or equivalent;
Bachelor’s degree or, or formal education or certification in legal, paralegal, or related studies, is strongly preferred;
Prior professional experience in employment matters, especially in investigations, is preferred
- Minimum of seven years of executive assistant/legal secretary/legal assistant experience, preferably supporting an attorney or executive level manager;
- Prior experience in labor and employment law strongly preferred;
- Superior customer service skills;
- Powerful organizational skills and ability to contribute to streamlining processes in concert with the practice group administrator;
- Strong written and verbal skills, including accuracy in grammar, spelling and punctuation;
- Strong attention to detail;
- Pro-active self-starter with ability to work independently, as well as in a team environment;
- Experience using O365, including strong knowledge of MS Word, PowerPoint, Excel, and Outlook; CCC Macros, IManage , time and billing systems, and Adobe Professional is preferred;
- Demonstrated ability to maintain high ethical standards and strict confidentiality of all information that the employee may receive as a result of their role;
- Demonstrated ability to maintain and update skills as required by the position;
- Interpersonal skills necessary to work with and communicate effectively with a diverse group of attorneys, staff and vendors to provide information with courtesy and tact.
