Admininstrative Assistant (Walnut Creek)

Best Best & Krieger LLP; Walnut Creek (CA); On-site; USD 52,000 - 58,000; Full time

Job summary

Best Best & Krieger LLP in Walnut Creek seeks an Administrative Assistant to coordinate and maintain efficient office procedures and workflow onsite, with a transition to hybrid after training. The role emphasizes confidentiality, travel arrangements, scheduling, and supporting attorneys and staff.

The candidate should have at least 2 years of relevant experience and proficiency in Microsoft Office and iManage, with strong organizational and communication skills.

Qualifications

• At least 2 years of relevant experience in a professional office.
• Proficient in MS Office and document management tools.
• Ability to edit and proofread routine law office correspondence.
• Strong organizational and communication skills with confidential matters.
• Ability to work independently and as part of a team.

Responsibilities

• Edit and proofread routine law office correspondence and legal case matters.
• Complete check request forms and manage administrative tasks.
• Make travel arrangements for attorneys and submit expense reports.
• Schedule meetings, depositions, and court reporters.
• Enter new contacts into the CRM and Intapp Time Entry reporting.
• Notary and other duties as assigned.

Skills

Interpersonal communication

Organizational skills

Detail oriented

Time management

Team player

Deadline driven

Education

Bachelor’s degree or equivalent

Tools

iManage

Microsoft Office

CRM system

Intapp Time Entry

Job description

Best Best & Krieger LLP is a nationally recognized law firm focused on delivering effective and client-service oriented solutions to complex legal issues facing public agencies, businesses and individuals across the U.S. BBK is proud to trace the firm's success back to the groundwork of professionalism and community service laid by its founders 135 years ago. Today, with nearly 250 attorneys in offices throughout California and in Oregon and Washington, D.C., we efficiently and meaningfully assist our clients with complex, multi-disciplinary issues and provide creative solutions.At BBK, we place a high degree of value in creating and nurturing a work environment that attracts the best talent and reflects our commitment to culture, community and equal opportunity. We are proud of our workplace culture, where we respect and value our colleagues for their unique perspectives and experiences.The Walnut Creek office is seeking an Administrative Assistant to coordinate and maintain effective office procedures and efficient workflow. Follow policies and procedures set by the Firm. Maintain positive contact with staff and observe confidentiality of client matters. Establish and maintain harmonious working relationships with supervisors and co-workers by performing multiple tasks. The candidate must live local to the Walnut Creek office as the position requires initial training fully onsite and can later transition to a hybrid schedule of 3 days per week in office.ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:Edit and proofread routine law office correspondence and legal case matters.Complete check request forms.CLE tracking, renewing subscriptions/memberships, enrollment in conferences, etc.Make travel arrangements for attorneys; complete and submit expense reports.Schedule meetings, depositions and court reporters. Perform all planning (shared responsibility with Legal Practice Assistant) including: scheduling, reserving conference rooms, arranging video and teleconferencing support, ordering food and beverages, and providing reference materials to the attendees.Submit marketing expense requests/sponsorship forms.Enter new contacts into CRM system and add contacts to relevant mailing lists.Receive, screen and transmit telephone calls to attorneys and takes messages as necessary, with recognition of and attention to the particular needs of clients.Schedule conference calls for attorneys (shared responsibility with Legal Practice Assistant).Enter Intapp Time Entry reporting.Draft engagement letters.Notary.Other responsibilities as assigned.REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:Working knowledge of iManage and Microsoft Office Applications (Word, Excel, PowerPoint, Outlook and etc.).Effective interpersonal and communication skills, both verbal and written.Exercise appropriate judgment regarding sensitive confidential matters.Excellent organizational skills and attention to detail.Work independently and thrive as part of a team.Organize and prioritize numerous tasks and complete them under time constraints.Professional and positive interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff, and provide information with ordinary courtesy and tact.Problem solve, use sound judgment and work well under pressure. Must be decisive.Work within deadlines and effectively handle stress.Establish effective working relationships and appropriately interact with others.SUCCESS FACTORS / JOB COMPETENCIES:Decision / Problem Solving Skills.Team Player.Initiative.Organizational Skills.Communication / Interpersonal Skills.Innovation / Logical Reasoning Skills.Client Services Skills.Reliability.QUALIFICATIONS:At least 2 years of relevant experience.Bachelor’s degree or equivalent is preferred.WORK ENVIRONMENT:This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copy machines, filing cabinets and fax machines.Normal law office environment with little exposure to excessive noise, dust, temperature and the like.Standard hours are 8:30 a.m. to 5:00 p.m.The reasonably expected pay scale for this position with 2 or more years of experience is $52,000 - $58,000 ($26.67-$29.75) annually, non-exempt. The actual salary within that range will depend on the selected candidate’s years of practice and experience. We encourage all interested candidates to apply.Best Best & Krieger is an equal opportunity employer.