Legal Administrative Assistant (LAA)

Menlo Park CA

Summary

Provide administrative and secretarial support to partners, associates, and other legal and business services staff in the Menlo Park office.

Key Responsibilities

• Answer phones, take accurate messages and ensure routed and conveyed with appropriate urgency and follow up to ensure closure/response.
• Read partner emails daily, identify action to take, respond when appropriate, follow up with partner regarding action items.
• Maintain detailed calendars in Outlook, scheduling and coordinating internal and external meetings as necessary.  Manage contacts lists in Outlook and/or Interaction.
• Manage administrative duties including but not limited to arranging conference calls, meetings, complex travel;  creating and maintaining, paper and electronic files; as well as handling miscellaneous photocopying, scanning, faxing and printing requests.
• Create, edit, format and proofread letters, memos, and other documents using Microsoft Word, PowerPoint and Excel, DM, and Workshare Compare as necessary.  Compose routine correspondence and emails, as needed.  Assist with audit response letters.
• Draft engagement letters, budgets, and special billing arrangements.
• Enter diaries into InTapp; prepare current assignment sheets.  Prepare and submit weekly expense reports using Chrome River.
• Request conflict checks, open new client matters and submit electronic approvals, as needed.
• Handle all aspects of bill preparation as required, including:  initiate pro formas; review, categorize and transfer time entries; finalize bills for partner review; mail or submit electronically; track outstanding client bills and follow up with partners, clients or revenue group to resolve.
• Assist with coordinating business development, marketing, social, and other events.
• Assist with drafting pitches to potential clients regarding firm capabilities, lawyer experience, and transactions.  Update attorney biographies.
• Provide backup secretarial assistance to partners, associates and other legal and administrative staff as assigned.
• Assist partners with personal requests (i.e., maintaining personal files, contacts, calendar)
• Other duties as assigned. 

Knowledge, Skills & Attributes

• Excellent client services and problem solving skills
• Proactive and anticipatory
• Solid knowledge of computers and software applications (MS Word, Excel, PowerPoint, DM, Outlook, Interaction, Elite, InTapp, Chrome River specifically)
• Strong legal billing experience (handling all aspects of billings and collections)
• Ability to master new technology using on-line training tools
• Ability to prioritize and handle multiple concurrent tasks
• Ability to think clearly and work well under pressure in a busy, demanding environment
• Strong calendaring skills (view, edit, send, create and respond on partner’s behalf)
• Strong interpersonal skills, with the ability to work effectively and cooperatively with all levels of staff within the office
• Ability to influence without authority
• Maintain utmost discretion and confidentiality
• Strong drafting and proofreading experience
• Handle tasks with little to no guidance
• Ability to create and maintain corporate minute books
• Basic knowledge and understanding of due diligence process, working closely with associates
• Advanced knowledge and understanding of closings (Utilizing closing checklists, updating working group lists, collecting and organizing signature pages, preparing closing books)
• Ability to work and communicate with offices of Secretary of State and service companies on filings and inquires

Education & Experience

• At least five years of experience providing administrative support in a professional services environment.
• 4 year college degree or equivalent required.
• Strong preference for legal secretarial experience. 

Physical Activity/Other Miscellaneous

• Flexibility to work outside standard business hours on a regular basis
• Ability to lift and carry up to 15 pounds.