Legal Secretary Assistant - Los Angeles - Gravity Staffing, Inc.

    Gravity Staffing, Inc.
    Gravity Staffing, Inc. Los Angeles

    16 hours ago

    Description

    The Century City, California office of a global law firm is looking for an Administrative Assistant to support the Managing Partner. The current person in the role is leaving to go to law school, and they would love to find someone with 2-5 years of admin experience and similar goals for law school in the next couple of years. This person will be providing general administrative support including, but not limited to: telephone coverage; onsite, virtual and hybrid meeting scheduling; travel arrangements; expense report management, document production; etc. A large portion of time will be spent using Outlook to schedule complex work-related activities. This is an in-office position (not hybrid - unless the principal is traveling and then you can work from home) and needs someone with a 24/7 mentality. It's a beautiful, new office, with top-notch catering for breakfast and lunch, and an on-site masseuse two days/week.

    Responsibilities:

    • Coordinates day-to-day operations of the assigned Partner/s and Associate/s practice using initiative and sound independent judgment
    • Coordinates and books complex (and frequently changing) travel for Managing Partner
    • Screens telephone calls, mail and visitors, maintaining electronic notes, inquires, and status of communications
    • Works together with the principal's Executive Assistant in NY and Personal Assistant in CA to privide seemless support
    • Prepares original letters, memos and other correspondence
    • Schedules complex work-related activities
    • Facilitates expense reports and bill processing
    • Establishes and maintains files and records
    • Collaborates with firm Billing Department and clients on the management of billing matters
    • Responsible for screening correspondence and maintaining confidential files
    • Assists in the preparation of monthly client billing using Matter Analysis Sheets or as otherwise instructed

    Required Skills:

    • Bachelor's Degree required
    • Two to five years of prior work experience as a personal or executive assistant supporting a high-level professional in a law firm, financial services, or creative agency setting
    • Hoping to attend law school in two-three years
    • Experience maintaining schedules and calendars including facilitating all on-site, virtual and hybrid meetings
    • Advanced working knowledge of Microsoft Office (i.e. Word, Excel, Power Point)
    • Proactive, energetic and hardworking team player
    • Must be able to handle multiple projects in a fast-paced environment
    • Self-motivated and proactive support
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