Senior Legal Administrative Specialist

Los Angeles, CA (hybrid schedule: M, W, Th onsite) Must be able to go on site 3 days per week. COMPANYFor over 60 years, we're a leading law firm with a national practice representing a broad range of complex and high-profile matters Our firm has consistently ranked atop The American Lawyer's A-List since the award's inception.JOB SUMMARYThe Senior Legal Administrative Specialist is responsible for providing expert support to attorneys and professionals for all administrative and litigationtransactional functions of the Administrative Department. The Senior Legal Administrative Specialist directly assists attorneys supported by our Administrative Support Team with tasksprojects and provides coverage when an attorney's assigned direct support is out, unavailable or needs additional assistance. Additionally, the position provides overflow support to various administrative Departments including, but not limited to Word Processing Center and the Administrative Support Team.The Senior Legal Administrative Specialist meets regularly with attorneys and professionals to ensure needs are being met, consults on current projects, and identifies additional support needs or training. The position mentors Practice Assistants to address procedural and training needs and provides guidance to first year associates on firm and legal processes and procedures.JOB FUNCTIONSGeneral• Provides mentorship to Practice Assistants regarding firm administrative tasks and procedures.• Collaborates with Administrative Manager(s) to develop training for Practice and Administrative Assistants to broaden knowledge and improve skills needed to meet attorney needs.• Provides supplemental support to the professionals, attorneys, and managers of the Administrative Department.• Act as a resource regarding all types of administrative support, fields questions from Administrative Department professionals, attorneys, and others throughout the firm.• Proofs and prepares documents for final drafts.• Completes redlining accurately and in a timely way.• Copies, scans, faxes, uploads and emails documents.• Sends, tracks, and manages document projects in conjunction with Word Processing Center, Service Center and outside vendors.• Arranges couriers, shipments and tracks status and delivery.• Interacts and liaises with attorneys and staff regarding support needs, current projects and additional support.• Participates in special projects as assigned.• Completes other tasks as assigned.• Keeps the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm.Litigation Assistance• Engages with attorney service companies relating to delivering litigation materials to courts and counsel, including service of process documents and subpoenas.• Distributes service and courtesy copies, when necessary.• Communicates directly with courtadministrative offices to confirm rules and procedures.• Reviews basic documents to ensure compliance with applicable rules.• Assists with and delivers litigation training programs for attorneys, paralegals, secretaries, Administrative Department staff, and other users of Administrative Department resources.Administrative Assistance• Processes expense reports.• Coordinates payment of invoices, charge vendor invoices to clientmatter when appropriate.• Arranges for meeting room, confirms additional resources ordered and set up, coordinates outside guest needs.• Completes client intake forms.• Calculates and completes time entry, researches and assigns task codes, conforms time entry in accordance with client guidelines, makes corrections and submits final time.• Coordinates with Travel Department on travel options, confirms reservations, and coordinates PETENCIESTeamwork and CooperationTreats others with respect; works well with others; asks for help when necessary; willing to share credit; avoids pointing fingers or assigning blame; volunteers to help others when available to do so; empathetic to municationCommunicates clearly and appropriately with adequate frequency and tools; understands the need for regular, timely and high-quality communication; listens actively and asks appropriate questions; understands the message.FlexibilityAdapts to changing conditions; willing to do something newdifferent; open to change; accepting of differences.Problem SolvingSeeks solutions to problems; proposes creative and effective solutions to problems; examines underlying cause of problems when seeking a solution.Attorney FocusDesires to help or serve attorneys to meet their needs; responsive and available when needed; proactively anticipates needs and expectations and acts accordingly to support the success of assigned Attorney(s).Client FocusDesires to help or serve clients to meet their needs in a professional and timely way; proactively works to understand client needs thoroughly; protects confidential client information appropriately.Self-DevelopmentUses constructive feedback to improve; learns from mistakes; shows eagerness and capacity to learn; attends available training; shows interest in improving self; proactively looks for opportunities to gain experience in a range of anization and Time ManagementOrderly in approach to work; able to plan and execute work effectively and accurately; tracks and follows through on requests; maintains a well-organized and clean work area; prioritizes and understands urgency; able to be punctual and prepared; manages multiple tasks posureUnderstands what triggers emotions and uses that knowledge to maintain a professional tegrity Deals with ethical issues appropriately. Acts in a way that is consistent with Firm values.TOOLSOnline litigation platforms (CMECF and third-party vendors)Electronic Fax ProgramMulti-Function Device (Printer, Scanner, Copier)Microsoft Office - Word, Excel, PowerPoint, OutlookAdobe Acrobat SuiteLitera Compare Word, Excel, PowerPointBest AuthorityDocXtoolsDocXtools AdvancedOther Software as requiredMINIMUM JOB QUALIFICATIONSMinimum five years of experience directly support litigation attorneys in a law firm.Thorough knowledge of litigation procedures.Strong organizational skills with the ability to manage multiple tasks and priorities effectively.High level of attention to detail and commitment to producing high-quality work.Availability to work overtime.Ability to research rules and procedures.Ability to work independently in a fast-paced environment with consistent high level of accuracy.Knowledge of PACER, Court Alert and other electronic court databases a plus.Available for overtime.Strong analytical and problem-solving skills.Ability to organize and prioritize multiple assignments, using judgment and initiative to accomplish results.Produce accurate work while meeting time-sensitive deadlines.Strong communication, interpersonal skills, teamwork, attention to detail and customer service skills.Ability to interact effectively and professionally with all levels of management, staff and a variety of external entities including clients and prospective clients of the Firm.

Created: 2025-02-15