Legal Administrative Assistant I

Spencer Fane LLP; Santa Monica (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Spencer Fane LLP is seeking a detail-oriented secretarial assistant to support multiple attorneys in a fast-paced legal environment in Santa Monica. You will handle confidential communications, document preparation, billing support, and scheduling while maintaining files and ensuring timely follow-through on deadlines.

The role requires strong organization, the ability to multitask, and professional judgment. Prior experience in a law firm or corporate legal setting is preferred.

Qualifications

• Minimum one year of administrative assistant experience; legal environment preferred.
• Proficient with Microsoft Office; able to manage documents and use Adobe Acrobat.
• Strong organizational, time-management and confidential handling skills.

Responsibilities

• Provide confidential secretarial support to attorneys and timekeepers.
• Coordinate communications, maintain files, prepare and process documents.
• Assist with billing and time entry, and schedule meetings and travel.
• Manage calendars, conference rooms, and internal/external communications.
• Prepare, edit, and proofread documents; assist with dictation transcription.
• Track expenses, submit requests, and support client matter workflows.
• Ensure compliance with firm policies and maintain discretion and professionalism.

Skills

Microsoft Office

Document management

Adobe Acrobat

Communication

Time management

Education

Some college

Tools

Document management system

Job description

Position Summary

Under general direction, this position provides confidential secretarial and administrative support to multiple attorneys and other timekeepers. The position supports legal and client matter activities by coordinating communications, maintaining files and records, preparing and processing documents, assisting with billing and time entry, and scheduling meetings, travel, and related logistics in accordance with firm policies and procedures. The ideal candidate will possess superb organizational skills, the ability to handle a multitude of tasks simultaneously, adapt quickly to meet deadlines and regularly exercise independent judgment.

Position Summary

Under general direction, this position provides confidential secretarial and administrative support to multiple attorneys and other timekeepers. The position supports legal and client matter activities by coordinating communications, maintaining files and records, preparing and processing documents, assisting with billing and time entry, and scheduling meetings, travel, and related logistics in accordance with firm policies and procedures. The ideal candidate will possess superb organizational skills, the ability to handle a multitude of tasks simultaneously, adapt quickly to meet deadlines and regularly exercise independent judgment.

Primary Responsibilities

• Interact with staff and attorneys at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient
• Deliver exceptional client service both internally and externally in a professional manner with discretion and confidentiality
• Proactively demonstrate effective teamwork and provide assistance to other LAAs and timekeepers as time permits
• Work collaboratively and cooperatively with other shared services departments
• Independently use sound judgment and initiative to develop project timelines. Anticipate business needs of timekeepers; prioritize assignments, meet deadlines
• Manage incoming and outgoing electronic communications (including telephone, e-mail, and fax)
• Schedule and coordinate conference rooms including hospitality, facility and technology needs
• Proactively manage busy calendars, prioritizing meeting requests with internal and external groups; schedule meetings, inform others of timekeepers’ whereabouts
• Create, maintain and index client files, paper and electronic, in partnership with Records department. Perform routine filing, file retrieval and update document management system as necessary
• Review and submit conflict checks, new clients and client matters
• Prepare daily time entry for partners and other attorneys, as approved by management and submit in a timely manner
• Submit check requests and prepare/submit expense reimbursements
• Partner with Accounting department to ensure accuracy in billing pursuant to client requirements; perform pre-bill edits, prepare invoices for payment as requested by timekeepers
• Type, format, edit, and save documents in document management system; responsible for transcribing dictation
• Assist with preparing, drafting, and proofreading documents, including cross-referencing, and running document comparisons
• Coordinate travel arrangements and prepare itineraries
• Track and report CLE hours for assigned attorneys

Qualifications

• Education: Some college preferred, not required.

Experience, Skills & Competencies

• Experience A minimum of one (1) year of administrative assistant experience is required. Experience working in a legal environment (law firm or in-house legal department) is preferred.
• Technical Skills: Working knowledge of Microsoft Office (Word, Outlook, Excel); experience with document management systems and Adobe Acrobat preferred.
• Organizational & Time Management Skills: Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment.
• Judgment, Initiative & Prioritization: Applies sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures.
• Communication & Collaboration: Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff.
• Confidentiality & Professionalism: Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information.

Supervisory Responsibility

• None, individual contributor.

Working Conditions

• Primarily performed in an office environment with frequent interaction across attorneys, paralegals, and administrative teams.
• Occasional travel to court, other office locations, or external administrative sites may be required.
• Work hours are generally standard business hours; occasional evenings or weekends may be required to meet deadlines or support urgent matters.
• Fast-paced, collaborative environment requiring adaptability, strong attention to detail, and effective prioritization.

Physical Requirements

• Regularly required to sit, stand, or walk for extended periods while performing administrative duties.
• Ability to lift and carry up to 25 lbs for filing, document handling, or office materials.
• Ability to perform repetitive motions, including typing, filing, and scanning.
• Occasional bending, reaching, and handling of office equipment.
• Adequate visual and auditory ability to accurately review legal documents, read computer screens, printed materials, and communicate effectively.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.