Legal Practice Coordinator

4 weeks ago

Los Angeles, United States Allen Matkins Full time

Allen Matkins is a premier law firm, with over 240 attorneys and legal professionals. We pride ourselves on our team, our focus on creating a well-run business and our exceptional relationships with clients. We are incredibly proud of what we've built, and look forward to welcoming new people who are similarly passionate and excited about what they do.

**About the Position**

The Legal Practice Coordinator (Legal Executive Assistant) is responsible for spearheading support and business development efforts for dynamic attorneys with fast growing practices. Responsibilities include, but are not limited to: i) coordinating heavy and complex day-to-day scheduling, logistics, and important administrative tasks; ii) managing and liaising client relationships for diverse practices; iii) directing client billing and collection efforts; iv) spearheading attorney projects for prestigious office, hotel, industrial, shopping center and studio projects; v) researching and analyzing prospective client and business development opportunities. As an integral member of the assigned attorneys' teams, the Legal Practice Coordinator (Legal Executive Assistant) has the initiative and drive to proactively problem-solve and get things done in a fast-paced environment. If you are enthusiastic, reliable, entrepreneurial, humble, customer service oriented, and supportive, we want to talk to you.

**Essential Duties and Responsibilities**:

- Perform general administrative duties, including, but not limited to: correspondence, managing busy calendars, coordinating meetings and appointments, maintaining current client contact lists, preparing expense reports, entering time sheets, booking dining and travel arrangements
- Act as the primary point of contact for attorney practice management focused on practice support, client and business development, and proactive problem-solving efforts
- Research and spearhead all steps necessary to monitor existing client relationships and grow business development efforts for new and existing client opportunities
- Provide professional client relationship management and high level client service
- Direct attorney billing and collection efforts and handle invoice correspondence as instructed; closely monitor AR reports
- Attend attorney meetings, generate meeting reports and action plans
- Organize and implement attorney roster contact activities
- Track attorney projects and matters, establish project schedules and be responsible for the progress and completion of matters
- Liaise with key firm departments including marketing, information technology, and accounting to facilitate marketing materials and financial reports
- Draft, edit, proofread and finalize practice-specific documents and redline comparisons
- Prepare and ensure client intake information follows conflict and engagement procedures
- Maintain attorney files
- Multi-task, manage and process desk work flow
- Ensure work is complete, accurate and timely
- Utilize required software, including firmwide workflow program, BigHand
- Attend training sessions offered by the Firm as required or requested
- Professionally cross-collaborate on a daily basis with legal secretaries as well as other departments within the Firm to facilitate highest possible support
- Retain a notary commission and perform notarial acts for Firm business, as requested
- Act as a mentor for junior staff and new employees, as requested
- Act as a confidant for attorneys and connect them to Firm or other resources
- Provide peer support
- Other duties as assigned

**Education and/or Experience**:

- High school diploma or equivalent required; college degree strongly preferred
- Minimum 3-5 years of law firm experience strongly preferred
- Executive Assistant experience a plus

**Qualifications**:

- Ability to handle various assignments simultaneously and prioritize changing tasks in a high-pressure environment while being responsive and meeting tight deadlines
- Demonstrate good judgment and the ability to maintain confidential information
- Must be self-motivated with the ability to follow work instructions accurately and perform the job with mínimal supervision in a fast-paced environment
- Ability to troubleshoot documents quickly
- Excellent interpersonal, written and verbal communication skills
- Minimum typing speed of 70 wpm with high level of accuracy
- Strong proofreading, grammar, and word processing skills
- Strong technology skills and proven ability to learn new technology and software quickly
- Advanced proficiency in Adobe, MS Word, Excel, DocuSign, Aderant, and time entry software
- Must be proactive team player, flexible, organized and attentive to detail in all levels of work
- 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

**Other Duties**
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