Office Operations Assistant

2 months ago

San Diego, California, United States AGG Legal Staffing Full time
About the Role

This position performs a variety of administrative support duties and delivers high-quality services to clients, exhibiting commitment to integrity and excellence. The position requires thorough knowledge of all firm and practice-specific administrative processes and procedures, information technology systems, research tools, and a broad-based understanding of the clients, matters, and associated practices.

Key Responsibilities
  • Administrative Support: Prioritize, manage, and follow through on multiple projects, and communicate effectively, courteously, and professionally with clients, attorneys, staff, and peers.
  • Document Preparation: Draft, revise, proofread, or transcribe documents, presentations, or correspondence, including initial drafting from handwritten notes, annotated hard copies, discussions, etc.
  • Court Services: File documents, request transcripts, and conduct litigation searching.
  • Business Operations: Conduct company or business name searching and registration, including filing documents, forms, charges, and provisional charges.
  • Event Planning: Identify attendees, invite/schedule attendees, track meeting RSVPs, plan menus, select caterers, identify support services needed, and equipment required.
Requirements
  • Work in the office 5 days a week.
  • Adapt to change (expected and unexpected) and balance competing demands in a fast-paced environment.
  • Work in collaboration within a group to ensure that clients are satisfied, including the desire to understand client concerns and build trust.
  • Monitor, proofread, and take ownership of work product for accuracy, apply organizing strategies to ensure projects are appropriately prioritized, and resources are used effectively and efficiently.
  • Communicate clearly and coherently, interpreting information and adapting communication to suit particular situations, demonstrating excellent communication, grammatical, and proofreading skills.
  • Keep client and firm information confidential at all times, understand and implement general rules of ethical behavior applicable to legal personnel.
  • Proactively demonstrate effective teamwork and communication with team members, actively participate in team meetings, prioritize and anticipate work needs, and work well under occasional periods of pressure and short deadlines.
  • Possess strong knowledge of computer operation, spreadsheet software, and word processing software, including the use of Microsoft products and office technology.
Software and Education
  • Microsoft Suite – Office 365, iManage Filesite, InTapp Time, Chrome River, Zoom, Avaya Telephone.
  • High School diploma or general education degree (GED); undergraduate degree or some college is beneficial.
  • Minimum five years of related experience.
  • Full knowledge of filing in federal and state courts.

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