Legal Administrative Assistant

2 days ago

Oakland, California, United States AMS Staffing Inc. Full time
Job Summary

The Legal Practice Assistant (Legal Administrative Assistant) is responsible for providing daily administrative support within Labor & Employment. This role requires a strong litigation secretary with experience in Labor and Employment.

Essential Functions
  • Provide administrative and Case Assistant support for Labor and Employment
  • Maintain, and update weekly, the investigations case list, to ensure final investigation report deadlines and budgets are met and calendared in the
  • 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.
Qualifications
  • Prior professional experience in Labor and Employment
  • 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.

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