Litigation Administrative Assistant

Job Description Summary:

The Business Center (“BC”) plays a vital role in offering best-in-class administrative support services to the firm’s attorneys and business professionals. We are seeking an entry-level Litigation Administrative Assistant who will report to Legal Administrative Services, but work out of the Business Center, and provide essential support to the firm’s litigation personnel and clients. The position’s goal is to introduce an individual to the basic understanding of legal terms, documents, pleadings, and tasks, building their competency to provide administrative and litigation support in a demanding legal environment. The ideal candidate will be a self-starter who desires to execute the firm’s vision for an innovative, high performing team and demonstrates a capacity to collaborate effectively with attorneys, paralegals, and administrative team members. The position is an excellent opportunity to work in an engaging, dynamic environment, where teamwork, growth, and dedication to delivering superior service are valued and rewarded.

This position offers a hybrid schedule and requires three days on-site in our Mountain View office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position will be 40 hours per week (non-exempt), Monday - Friday, from 9:00 am - 5:00 pm.

Job Description:

• First Phase:  The role will first learn administrative tasks, such as:
  • Process and submit expense reports on behalf of clients (attorney or business professional).
  • Arrange and coordinate conference room requests, including catering and audio/visual equipment needs.
  • Upon request, arrange and coordinate travel arrangements and assist with logistical issues for travelers.
  • Perform document handling, including document editing, printing, scanning, copying, and filing.
  • Support the attorney’s time entry process by editing and correcting time narratives using the firm’s time-entry system (InTapp).
  • Assist with monthly review of prebills prior to attorney entering to finalize.
  • Assist with proofreading work product and firm generated materials.
  • Schedule and coordinate messengers and other vendors for pickup and delivery.
  • Act as a liaison for Firm personnel and help them navigate the firm’s departments and resources.
  • Participate in check-ins with litigation team and paralegals to create positive working relationships and to provide excellent support.
  • Participate in special projects, as assigned/requested and provide support as needed.
  • Other tasks assigned based on needs of the group.

• Second Phase:  Litigation Practice
  • Begin a robust training program structured to convert trainees into capable litigation professionals.  The curriculum is designed to cover essential knowledge areas and develop the necessary skills through hands-on experience.
  • Advancement into a role within the Litigation Practice Group depends on how quickly and accurately the individual learns and applies litigation practices.

Desired Skills and Qualifications:

• Demonstrate a working proficiency in Microsoft Office applications – Word; Excel, PowerPoint, and Outlook.
• Develop a working knowledge with applications such as Chrome River, Maptician, iManage, EMS, Prebill Viewer, and InTapp.
• Exhibit a high level of attention to detail to ensure the accuracy and quality of work product.
• Demonstrate excellent communication and organizational skills, both written and verbal.
• Demonstrate the ability to follow complex instructions and if unsure, have the confidence to ask clarifying questions.
• Proofread materials/work product carefully and correct any errors in grammar, spelling, or typography.
• Possess the interpersonal skills necessary to support positive working relationships and to effectively communicate and interact with others, demonstrating poise, tact, and diplomacy.
• Protect and handle confidential and sensitive information with care and discretion.
• Provide exemplary client service to internal and external clients by collaborating with various departments, firm executive personnel, vendors and contractors.
• The ability to embrace and apply current technology and the drive to learn new tools and system processes quickly and confidently.
• Support and promote effective work practices, work as a team member, and show respect for all firm personn