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Experienced Legal Administrative Coordinator

2 months ago

California, United States Considine Search Full time

Position Overview

Location: Los Angeles, CA (Century City)

Essential Qualifications

  • High School diploma or equivalent is mandatory; a College degree is highly regarded.
  • Exceptional written and verbal communication capabilities.
  • Meticulous attention to detail with the ability to manage multiple tasks in a fast-paced setting.
  • Proficient in prioritizing and coordinating work while managing deadlines effectively.
  • Capability to handle confidential information with discretion.
  • Experience in managing workflow and delegating projects as necessary.
  • Strong critical and analytical thinking skills in high-pressure situations.
  • Effective communication skills with various levels of personnel within the organization.
  • Willingness to continuously acquire new skills as required.

Key Responsibilities

  • Facilitates and sustains efficient office procedures and workflow; adheres to company policies and procedures; fosters positive working relationships with supervisors, colleagues, clients, etc.
  • Organizes client meetings and conference calls; coordinates travel arrangements for legal professionals; processes travel reimbursements; maintains calendars and deadlines for attorneys as needed.
  • Manages the flow of information; sorts, reviews, and annotates incoming correspondence and documents; determines necessary routing and signatures, and ensures follow-ups are maintained. Answers phone calls and directs inquiries appropriately. Assists visitors as required.
  • Drafts and composes various forms of correspondence, memos, legal documents, faxes, reports, etc., from different sources (e.g., handwritten notes).
  • Prepares communications as directed by attorneys, ensuring accuracy and clarity in the final output. Edits and organizes materials for attorney review in draft format. Ensures timely dispatch of all correspondence and documentation.
  • Utilizes equipment such as computers, duplicating machines, and scanners.
  • Familiar with systems including iManage, MS Office, Elite, Webview, Chrome River, InTapp.
  • Establishes and maintains filing systems in both physical and digital formats. Files information promptly and retrieves files as requested. Sends files to storage periodically. Updates subscription materials as necessary.
  • Records attorneys' time daily and submits to accounting by month-end deadlines. Prepares client billing as required.
  • Conducts research and compiles information to support meetings, projects, and reports.
  • Creates and maintains an up-to-date desk manual detailing specific instructions and responsibilities for the secretarial role.
  • Takes initiative and exercises good judgment in executing tasks authorized by Attorneys or the Director of Administration.
  • Informs relevant parties about the status of assigned attorneys and notifies the Director of Administration regarding availability for overflow work.

Compensation: $73,000.00 – $102,000.00, plus overtime and bonus (Dependent on experience)