Administrative Assistant - All Practice Areas

Justia; Los Angeles (CA); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Flexible PTO

Retirement with profit sharing

Health savings account

Commuter benefits

Parental leave

Wellness programs

Job summary

Dykema Gossett PLLC is seeking an experienced Administrative Assistant for our Los Angeles office. Under the Office Administrator, you will support attorneys and paralegals with correspondence, legal documents, and court filings, while maintaining calendars and preparing travel itineraries.

The role requires 3–5 years of law firm experience, strong MS Office skills, and excellent written/verbal communication. Overtime flexibility may be needed.

Qualifications

• High school diploma or GED required.
• 3–5 years of related law firm or corporate experience.
• Knowledge of state, federal and appeal court procedures; Pacer/ECF filing is a plus.
• Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint); familiarity with NetDocuments, Elegrity, FileTrail and Chrome River.
• Excellent written and verbal communication; strong grammar and proofreading.
• High organizational skills; able to multi-task and meet deadlines; maintain confidentiality.
• Overtime flexibility as needed.

Responsibilities

• Assist attorneys and paralegals with preparing correspondence, documents, and filings.
• Maintain attorneys' calendars and schedule meetings and depositions.
• Coordinate client intake and conflicts checks; set up engagement letters.
• Process mail, coordinate deliveries, and handle travel arrangements.
• Enter and track billing numbers; prepare expense reports.
• Support other assistants with overflow tasks.

Skills

Typing 55 WPM

MS Office

Communication skills

Organizational skills

Multitasking

Confidentiality

Overtime flexibility

Pacer/ECF knowledge

Education

High school diploma or GED

Some college coursework

Tools

NetDocuments

Elegrity

FileTrail

Chrome River

Job description

Dykema Gossett PLLC, a leading national law firm is seeking an experienced Administrative Assistant in all practice areas for our Los Angeles office. Under the supervision of the Office Administrator, the Administrative Assistant is responsible for assisting attorneys and paralegals in providing quality legal services to clients including preparation of correspondence, legal documents, electronic and non-electronic court filings, etc. Maintains calendar, schedules meetings, depositions, etc., maintains files and anticipates client needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Exercises independent judgment in determining priority levels of all work assigned on a daily basis. Assures that high priority items are completed in a timely manner.
• Types, transcribes, revises, modifies and proofreads all correspondence, memoranda, notes, outlines, legal documents, charts, forms, etc., whether from drafts, originals or dictation, prioritizes assignments and meets specific deadlines on projects.
• Files electronic and non-electronic filings with various courts and other entities.
• Processes new clients and matters into new business intake (NBI) software system. Prepares and submits conflict check forms, screening forms and new matter request forms through NBI. Sets up engagement letters.
• Maintains and coordinates attorneys’ calendars. including scheduling and reminding attorneys of appointments and various other dates.
• Makes travel arrangements and prepares itineraries.
• Initiates or gathers pertinent materials needed for assignments from files, Records Department, Legal Information Services, etc.
• Reviews and routes incoming mail not marked personal and confidential, if requested to do so. Prepares and processes outgoing mail, arranging for specialized mail or messenger services as required. Ensures all attachments, exhibits, and enclosures are included. Coordinates activities with Office Services, as needed.
• Answers and screens telephone calls. Assists callers independently on a regular basis. Exhibits the discretion to know when to contact the attorney concerning urgent or emergency calls and when to refer to another party.
• Enters and/or releases attorneys’ time, if required. Maintains list of all current billing numbers for assigned timekeepers.
• Prepares and submits expense reports.
• Maintains and organizes digital and hard files on request, working in conjunction with Records Department.
• Assists other administrative assistants with work overflow.
• Perform other responsibilities/tasks as requested.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• High school diploma or GED required; one to two years of post-high school education preferred.
• A minimum of three to five years of related work experience in a law firm or corporate setting. Experience in multiple legal practice areas.
• Knowledge of state, federal and appeal court procedures, including Pacer and ECF filing procedures, is a plus.
• Proficiency in Microsoft Office Suite, including Word (styles and tables), Outlook, Excel and PowerPoint. Knowledge of NetDocuments, Elegrity, FileTrail and Chrome River helpful.Ability to use a redlining tool.
• Excellent written and verbal communication skills, including grammar, spelling and proofreading.
• High level of organizational skills, with ability to multi-task and independently meet deadlines.
• Ability to deliver superior, professional services to all internal and external clients.
• High degree of confidentiality regarding clients, guests, documents and conversations.
• Flexibility to work overtime when required.
• Typing speed of 55 WPM or greater.

WORKING CONDITIONS

Dykema provides a professional, diverse and collaborative workplace where all employees can thrive. Dykema has achieved, and continues to participate in, Mansfield Certification. Our work environment is business casual.

GREAT BENEFITS FOR GREAT PEOPLE

• This includes competitive health, dental, and vision insurance plans, along with flexible paid time off (PTO), holiday leave, and a retirement savings plan with profit sharing for eligible employees.
• Other benefits include flexible spending programs, health savings account, commuter benefits, and personal and parental leave programs.
• We prioritize work-life balance and offer wellness programs, and access to mental health support.
• Additionally, employees enjoy access to professional development programs, a supportive and inclusive workplace culture, and various employee discounts and perks.
• We are committed to providing a benefits package that helps our team thrive and feel valued.

The salary range for this position is $75,000 – 95,000 in Los Angeles. The offered salary will be determined by a variety of factors including, but not limited to, work location, individual skill set, previous/applicable experience, education, external market data and consideration of internal equity.

EEO STATEMENT

It is the Firm’s policy to provide employment opportunities to qualified applicants and employees on an equal basis without regard to the individual’s age, race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, domestic partner relationship, physical characteristics, disability, or other protected characteristics under applicable federal, state or local laws or ordinances.Dykema will make reasonable efforts to accommodate the known disabilities of employees who are otherwise qualified to perform the essential functions of the jobs involved.It is the responsibility of every individual concerned with personnel actions, including management, supervision, recruiting, compensation, benefits, promotions, work assignments, and training, to ensure that these activities are administered consistent with the Firm’s goal of furthering the principle of equal employment opportunity.

E-VERIFY

Dykema uses E-Verify in its hiring practices to achieve a lawful workforce. E-Verifyis a registered trademark of the U.S. Department of Homeland Security.

ADDITIONAL INFORMATION

This job posting is intended to describe the essential duties and responsibilities, the specialized job functions, and the essential requirements of this job. It is not intended to be an exhaustive statement of all supplemental duties, responsibilities, non-essential requirements, or reflect any accommodations made under the Americans with Disabilities Act or the Michigan Persons with Disabilities Civil Rights Act.