Administrative Specialist

Job Description

Administrative Specialist

Position Type:    Full Time

                              Non-exempt

                              Hybrid Scheduled (3 Days Onsite)

Location:             Los Angeles

Salary Range:     $26.00/hour *

* The salary range is the one that Munger, Tolles & Olson LLP reasonably expects to pay for this position.  The salary range does not guarantee, obligate, nor set expectations of an applicant’s wage in the event of hire.  The posted range is only one component of Munger, Tolles & Olson LLP’s Total Rewards package.

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** When applying, please submit both a cover letter and an updated resume. **

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The Administrative Specialist performs a variety of administrative tasks to support legal assistants, attorneys and other administrative teams or staff.  The Administrative Specialist maintains a general knowledge of the Firm's practice areas/groups.  The Administrative Specialist provides a high level of personalized customer service and support while producing a high volume of consistently excellent work product in order to support the success of the Firm.

Job Functions & Responsibilities

Administrative Assistance

• Organize: Organizes work materials
• Process Expense Reports: Requests and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneys
• Coordinate Payment of Invoices: Arranges for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriate
• Manage Large Document Projects: Sends, tracks and manages document projects handled by the Word Processing Center, Service Center and outside vendors
• Handle shipping and couriers: Arranges couriers, create shipping labels, shipments and track status and delivery
• Proofread: Proofs and prepares documents for final drafts
• Transcribe: Transcribes from audio or video files, handwritten materials and dictation

Other Support Functions

• Communications Support [all tasks are done on behalf of assigned attorneys]
  • Manage Mail: Opens, sorts, prioritizes and distributes mail
  • Phones: Backup for phone support
  • Prepare for Meetings: Backup for reserving room setup, A/V setup and RSVP of attendees
  • Calendar Management: Schedules/reschedules calendar items based on incoming requests   

• Client Support
  • Support Business Development: Monitors client news and coordinate competitive intelligence information with the Library

• Time Entry and Billing
  • Research Client/Matter Statistics: Responds to client billing inquiries and requests for information
• Travel Management & Event Management
  • Manage Reservations: Coordinates with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changes
  • Prepare for Trip: Check-in, print necessary documents, coordinate destination information/arrangements
  • Notify of Changes: Sets flight notifications, track and communicate delays/changes
• File Management
  • Manage Electronic Files: Scans documents into FileSite
  • Manage Records Retention: Indexes files for offsite storage, recalls boxes from offsite storage, cleans up unused/unneeded files, organizes files for optimal recall ability and storage efficiency, updates matter pleading clips
• Litigation Assistance – Case Support
  • Coordinate Outside Services: Schedules, communicates and coordinates court reporting services, videographers, process servers and attorney services, provides court filing assistance to secretaries
  • Manage Court Admissions: Coordinates and maintain admission to necessary courts
• Transactional Assistance
  • Research: Pulls public documents and regulatory filings using WestLaw, EDGAR, Redline, and internet research
• New Business Intake
  • Financial Security department assistance: <