Administrative Assistant

1 week ago

San Jose, United States Jackson Lewis P.C. Full time
Focused on labor and employment law since 1958, Jackson Lewis P.C.'s 950+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged, stable and diverse, and share our clients' goals to emphasize inclusivity and respect for the contribution of every employee.

The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® "Best Law Firms".

Job Summary (basic description)

The Administrative Assistant provides various levels of support to the local office, from routine hospitality and facilities tasks to production of legal documents. Further they partner with numerous departments to ensure smooth operation of the office. Tasks vary from the processing of vendor invoices, ordering supplies and preparation of monthly Concur reports. The other primary area of focus for the Administrative Assistant is assisting the Legal Assistants in providing a full range of support to the attorneys such as conflict and engagement management, expense report preparation and preparation/revision of documents.

The successful candidate is a highly motivated, organized, detail-oriented collaborator with the ability to simultaneously work on different tasks.

Essential Functions
  • Process invoices and monthly expense reports in Concur.
  • Under the supervision of the Office Administrator, engage in the support of the attorneys. Duties may include the following:
  • Run conflict checks and open new client engagements as requested.
  • Create engagement letters.
  • Assist in the preparation/revision of correspondence, pleadings, and other documents such as PowerPoint presentations.
  • Assist with scheduling, as requested. Close matters as instructed.
  • Upload documents and emails to Netdocs document management system.
  • Input attorneys' time in InTapp.
  • Book and organize travel arrangements through the firm's travel agency, Lawyers Travel.
  • Proofread documents.
  • Other clerical assignments as directed.
  • Perform routine hospitality and facilities tasks, including the following:
  • Prepare mail and all US/FedEx/UPS packages, sorting and distributing incoming mail.
  • Assist with all aspects of document reproduction and processing: copying, scanning, date stamping and preparing binders.
  • Troubleshoot and perform minor repairs of office equipment (e.g., clear paper jams, change toner/ink cartridge).
  • Schedule service calls as needed.
  • Prepare conference rooms for meetings, set up and clean up.
  • Order office and other supplies as requested.
  • Function as liaison with both internal departments and outside agencies.
  • Provide other administrative assistance as appropriate and requested.

Qualifications/Skills Required
  • One year of experience in a legal environment is preferred.
  • Strong verbal and written communication skills.
  • Ability to multi-task, and timely respond to deadlines as well as balance workload.
  • Possess working knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
  • Strong people skills and ability to work well in cooperative office environment and communicate with attorneys and support staff on every level.

Educational Requirements
  • High school diploma or equivalent required.
  • 4-year college degree preferred.

For California, the expected salary range for this position is between $31.40 and $35.00 per hour. The actual compensation will be determined based on experience and other factors permitted by law.

Jackson Lewis understands that embracing our differences makes us a stronger, better firm. We appreciate the importance of having a workforce that reflects the various communities in which we work, and we strive to create an inclusive environment where diverse employees want to work and where they can flourish professionally. In furtherance of our culture, all qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristics protected by law.Learn More

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