Administrative Assistant

Cricket Wireless LLC.; Palo Alto (CA); On-site; USD 69,000 - 74,000; Full time

Job summary

Manatt, Phelps & Phillips, LLP is seeking an Administrative Assistant to support our legal and consulting professionals. The role includes calendar management, billing coordination, document preparation, and reception duties in a dynamic office environment.

Ideal candidates have 2–4 years of experience supporting multiple professionals, a BA degree preferred, and strong organizational, writing, and research skills. Proficiency in Outlook, Word, PowerPoint, and Excel is required.

Qualifications

• 2–4 years of experience supporting multiple professionals in a fast-paced environment.
• BA degree highly preferred.
• Strong multi-tasking and prioritization skills, able to work under pressure to meet client deadlines.
• Creative and independent thinker; confident asking questions and taking ownership of work.
• Strong writing and research skills.
• Exceptional organizational skills and strong attention to detail.
• Professional interpersonal skills, courteous and discreet when dealing with clients.
• Strong Outlook, Word, PowerPoint and Excel skills required.
• Comfortable learning new software programs that support business operations.
• Experience with legal billing software is a plus.

Responsibilities

• Extensive calendar management and scheduling of meetings, conference calls, travel arrangements and events.
• Oversee attorney time entry and coding to support accurate client billing and matter management.
• Review, verify, and coordinate client billing information, ensuring invoices are accurate prior to submission and resolving billing revisions with the finance team.
• Provide administrative support on special projects and collaborate with cross‑functional teams to improve workflow processes and support business objectives.
• Reception duties, including greeting incoming visitors for client meetings, depositions and team meetings, hospitality and conference room scheduling assistance.
• Oversee meeting set‑ups and catering requirements.
• Prepare draft court documents, including complaints, answers, discovery, briefs, motions, motions for summary judgment, correspondence and memos.
• Organize and maintain documents and case files, with knowledge of document management software.
• Prepare and format documents in Word and manage tracking of expense reimbursements.
• Provide backup support to other administrative assistants and the office as needed.
• Answer emails and phone calls, redirecting when necessary.
• Perform ad hoc projects and duties as required.

Skills

Outlook

Word

PowerPoint

Excel

Writing skills

Research skills

Education

BA Degree (preferred)

Tools

Legal billing software

Job description

Manatt, Phelps & Phillips, LLP is seeking an Administrative Assistant to support our legal and consulting professionals.

Responsibilities

• Extensive calendar management and scheduling of meetings, conference calls, travel arrangements and events.
• Oversee attorney time entry and coding to support accurate client billing and matter management.
• Review, verify, and coordinate client billing information, ensuring invoices are accurate prior to submission and resolving billing revisions with the finance team.
• Provide administrative support on special projects and collaborate with cross‑functional teams to improve workflow processes and support business objectives.
• Reception duties, including greeting incoming visitors for client meetings, depositions and team meetings, hospitality and conference room scheduling assistance.
• Oversee meeting set‑ups and catering requirements.
• Prepare draft court documents, including complaints, answers, discovery, briefs, motions, motions for summary judgment, correspondence and memos.
• Organize and maintain documents and case files, with knowledge of document management software.
• Prepare and format documents in Word and manage tracking of expense reimbursements.
• Provide backup support to other administrative assistants and the office as needed.
• Answer emails and phone calls, redirecting when necessary.
• Perform ad hoc projects and duties as required.

Qualifications

• 2‑4 years of experience supporting multiple professionals in a fast‑paced environment.
• BA Degree highly preferred.
• Strong multi‑tasking and prioritization skills, able to work under pressure to meet client deadlines.
• Creative and independent thinker; confident asking questions and taking ownership of work.
• Strong writing and research skills.
• Exceptional organizational skills and strong attention to detail.
• Professional interpersonal skills, courteous and discreet when dealing with clients.
• Strong Outlook, Word, PowerPoint and Excel skills required.
• Comfortable learning new software programs that support business operations.
• Experience with legal billing software is a plus.

Compensation

Base annual pay range: $69,000 – $74,000. Benefits include a comprehensive medical, financial, and other benefits package.

EEO Statement

Manatt is an equal opportunity employer, dedicated to a policy of non‑discrimination in employment on any basis, including race, color, physical or mental disability, religion, creed, national origin, citizenship status, ancestry, sex or gender (including gender identity, gender expression, status as a transgender or transsexual individual, pregnancy, childbirth, or related medical conditions), age (over 40), genetic information, past, current, or prospective service in the uniformed services, sexual orientation, political activity or affiliation, genetic or any other protected class or characteristic protected under applicable federal, state, or local law. Consistent with the American Disabilities Act, applicants may request accommodations needed to participate in the application process.