Administrative Assistant (People Teams)

Manatt, Phelps & Phillips, LLP; Los Angeles (CA); On-site; USD 57,000 - 62,000; Full time

Job summary

A leading law firm is seeking a motivated Assistant to provide essential administrative support to the People Team. Responsibilities include schedule management, invoicing, and project support. Ideal candidates will have 1-2 years of experience and a Bachelor's degree in Human Resources or Business Administration. Strong organizational, communication, and problem-solving skills are necessary. The role offers a competitive salary ranging from $57,000 to $62,000 annually, based in Los Angeles, California.

Qualifications

• 1-2 years of previous experience in an administrative or HR role.
• Ability to manage multiple competing priorities with support.
• Capacity to maintain a high level of confidentiality.

Responsibilities

• Provide essential administrative support to People Team leaders.
• Manage extensive calendar and schedule meetings.
• Assist in project management support including deadlines.

Skills

Organizational skills

Attention to detail

Communication skills

Proficiency in Outlook

Proficiency in Word

Proficiency in PowerPoint

Proficiency in Excel

Problem-solving skills

Education

Bachelor’s degree in Human Resources or related field

Job description

About the Position

We are seeking a motivated and detail-oriented Assistant to join our dynamic People teams. This foundational position will provide essential administrative support to our People Team leaders in various areas, including Human Resources/Benefits, Diversity & Inclusion, Professional Development, and Strategic Growth.

Responsibilities

• Extensive calendar management, scheduling of meetings, interviews, training sessions, and coordination of travel arrangements and events.
• Assisting with the processing and submission of department invoices.
• Management and tracking of expense reimbursements.
• Budget development support.
• Project management support, including monitoring progress, following up with team members, and tracking deadlines to ensure initiatives stay organized and on schedule.
• Survey creation, data analysis, and database management across all people teams.
• Preparing and formatting sensitive documents in Power Point, Word and PDF.
• Updating and regular auditing of department pages on Firm intranet, OneManatt.
• Assist in the preparation of agendas, documents, reports, and presentations.
• Assist with the preparation of annual AAP reporting.
• Summer program support, including but not limited to tracking of expenses and events, and managing event calendars/invitations.
• Participate in projects across all people teams and contribute to process improvements.
• Ad hoc special projects and duties as needed.

Qualifications

• Candidate should have 1-2 years of previous experience in an administrative or HR/people function-related role.
• Bachelor’s degree in Human Resources, Business Administration, or a related field preferred.
• Experience supporting multiple professionals, including ability to keep team members on track with processes, policies, and deadlines.
• Demonstrated reliability and ability to work collaboratively in a team environment.
• Ability to manage multiple competing priorities with support from the team and adapt to changing workloads and tight deadlines.
• Demonstrated ability to proactively identify and solve problems and communicate effectively to ensure task completion.
• Strong written and verbal communication skills.
• Capacity to maintain a high-level of confidentiality and handle sensitive information.
• Must have exceptional organizational skills and strong attention to detail.
• Ability to adapt communication and collaboration styles to work effectively across teams.
• Proficiency in Outlook, Word, PowerPoint and Excel skills required, with a willingness to learn new software programs which support the business operations of the department.
• Proficiency with AI tools, with a willingness to learn additional AI tools for process improvement and productivity.

Compensation and Benefits

The base annual pay range for this role is between $57,000 and $62,000. The base pay to be offered will vary and depend on skills, qualifications, experience, and location. A full range of medical, financial and/or other benefits will also be offered, dependent on the position.

EEO / Equal Employment Opportunity

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, genetic information, past, current, or prospective service in the uniformed services, sexual orientation, political activity or affiliation, genetic, and any other protected classes or characteristic protected under applicable federal, state, or local law. Consistent with the Americans with Disabilities Act, applicants may request accommodations needed to participate in the application process.

This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization.

IMPORTANT: If the Government cannot confirm that you are authorized to work, this employer is required to provide you written instructions and an opportunity to contact SSA and/or DHS before taking adverse action against you, including terminating your employment.

Employers may not use E-Verify to pre-screen job applicants or to re-verify current employees and may not limit or influence the choice of documents presented for use on the Form I-9. In order to determine whether Form I-9 documentation is valid, this employer uses E-Verify’s photo screening tool to match the photograph appearing on some permanent resident and employment authorization cards with the official U.S. Citizenship and Immigration Services’ (USCIS) photograph. If you believe that your employer has violated its responsibilities under this program or has discriminated against you during the verification process based upon your national origin or citizenship status, please call the Office of Special Counsel at 1‑800‑255‑7688 (TDD: 1‑800‑237‑2515).