Professional Assistant

100KCrossing; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Andrews Kurth LLP, an international law firm, seeks a Professional Assistant for the Labor and Employment team in its Los Angeles office. You will provide specialized administrative support, manage attorney inboxes, calendars and client files, and help implement firm records policies.

Responsibilities include drafting and proofreading documents, coordinating electronic materials in iManage, and supporting attorneys to maintain high-quality client service and efficiency in a fast-paced

Qualifications

• Minimum three years’ overall legal secretarial experience (or work equivalent).
• High school diploma required; college degree preferred.

Responsibilities

• Provides general administrative support including managing attorney’s Inbox, updating calendars and contacts, reviewing and routing mail, and managing client matter files.
• Ensures client files are maintained and properly barcoded for hardcopy and stored electronically in iManage.
• Coordinates with assigned attorneys to store electronic materials in the correct locations and provide assistance with filing.
• Creates, proofreads and edits letters and complex legal documents from various sources, and ensures outgoing materials meet firm standards.

Skills

Legal secretarial

MS Office

Time management

Calendar management

Email management

Document management

Education

High school diploma

College degree preferred

Tools

iManage

Microsoft Word

PDF handling

Job description

Andrews Kurth LLP, an international law firm, is actively recruiting a Professional Assistant for the Labor and Employment team in our Los Angeles office. This position performs specialized and secretarial/administrative duties for the practice area, clients and the firm; ensures client services and satisfaction are attained in all areas. Provides staff leadership in supporting firm, office and team initiatives and in support of management directives.

Responsibilities and Accountabilities

• Provides general administrative support including, but not limited to, managing attorney’s Inbox, updating calendars and contacts, utilizing Foundation where appropriate, reviewing and routing internal and external mail and managing client matter files and folders; monitors and determines action items and appropriate distribution for incoming electronic files received from outside sources (e.g., faxes, client documents, and court filings).
• Complies with the firm’s Client File Maintenance policy for managing the client file for both electronic and hardcopy files. Ensures a central file is maintained for each client matter and (a) all hardcopy files are barcoded and labeled appropriately at the inception of and throughout the life of each client matter and (b) all electronic files are stored in iManage in the appropriate client matter folders. Ensures timely closing of files. Maintains and monitors workrooms to ensure files are in compliance with our Records policy.
• Coordinates with assigned attorneys to ensure client/matter electronic materials (emails, documents, etc.) are stored in iManage and not to Outlook folders, drives, etc. Communicates directly with assigned attorneys to determine if assistance is needed to file electronic material appropriately. As needed, provides appropriate level of administrative support to assigned attorneys to manage electronic files (e.g. managing attorney’s Inbox, moving emails from Outlook folders to iManage, separating attachments and filing in appropriate files). Works with attorneys and team members to utilize technology to promote less paper in the workplace.
• Creates, proofreads and edits letters and complex legal documents from various electronic versions, handwritten drafts, rough notes or tape dictation; drafts transmittal letters and standard memoranda; reviews and proofreads all outgoing materials; performs document cleanup for all external documents, applying document styles as needed, in accordance with firm standards.

QUALIFICATION

• Education: High school diploma or equivalent required.
• Education: College degree preferred.
• Experience: Minimum three years’ overall legal secretarial experience (or work equivalent) required.
• Experience: Prior law firm experience preferred.
• Software & Skills: Has an in-depth and comprehensive knowledge of firm and team-specific software used in the execution of professional assistant responsibilities including, but not only to, word processing, document management, file management, spreadsheets, calendaring, and time management.
• Software & Skills: Proficiency in Microsoft Office and PDF required.
• Software & Skills: Proficiency in iManage and other firm software applications preferred.
• Software & Skills: Fundamental accounting aptitude, proficiency with accounting software and experience in interpreting and analyzing client accounting reports preferred.
• Other Qualifications: Accurate typing, strong word processing skills, familiarity with legal terminology and procedures, ability to generate a large volume of work and pay strict attention to detail.
• Other Qualifications: Excellent communication skills.
• Other Qualifications: Spelling, punctuation and use of grammar must be of high quality.
• Other Qualifications: Must exercise initiative in problem solving and be capable of making sound decisions in the absence of clear instructions and be multiple task oriented.
• Other Qualifications: Ability to work under pressure and maintain flexibility regarding work assignments.
• Other Qualifications: Ability to work well under pressure, patience, diplomacy, high stress tolerance, excellent interpersonal communication skills, ability to prioritize workload and adapt to changing conditions.
• Other Qualifications: Visual acuity needed for transcription, extensive reading and moderate or advanced keyboard usage.
• Other Qualifications: Ability to sit or stand for extended periods of time.
• Other Qualifications: Ability to receive and convey detailed information through both written and oral communications.
• Other Qualifications: Ability to lift, carry, reach, stoop or bend, at times repetitively, for tasks involving filing or movement of files/supplies weighing up to 5-10 pounds.
• Other Qualifications: Essential competency processes include language ability, reasoning and memory.

This role requires in-office attendance in accordance with the policies set by your local office, team, and/or Firm.

Ability to maintain flexibility regarding work assignments to work overtime on short notice required.

Ability to work in a cooperative manner as a member of a team.

EEO/drug-free workplace/E-Verify participant/Veteran/Disability.