Administrative Assistant

About the role

Keystone Law Group is seeking a talented Administrative Assistant to enhance our dynamic and growing team. The ideal candidate will possess a strong foundation in administrative support within a legal environment and demonstrate key skills such as attention to detail, strong interpersonal communication, and the ability to work both independently and as a member of a team. This role is pivotal to the Operations Department, where you will collaborate closely with and report to the managers of the department as well as the Director of HR and Operations to achieve departmental and firm-wide objectives.

About the company

Based in West Los Angeles (with remote employees across the country), Keystone Law Group is a forward-thinking probate law firm with a focus on trust, estate, and conservatorship litigation, administration, and other probate disputes. The firm is a boutique practice with around 60 employees, all dedicated to delivering superior client service through a culture grounded in excellence, innovation, collaboration, and camaraderie. Continuous learning, open communication, strong relationships, and the thoughtful use of cutting‑edge technology support both client outcomes and the firm's internal team. The Operations Department is the backbone of Keystone, ensuring seamless day-to-day functionality. We optimize operational processes, manage resources, and implement policies that align with the firm's strategic goals. Our commitment to excellence in service delivery and risk management upholds the firm's reputation for reliability and professionalism.

Schedule

Hybrid position with 4 days per week in the office.

Responsibilities

• Answer, screen, and direct incoming calls
• Update office forms and templates
• Prepare and finalize minutes for various internal meetings, including team and support staff meetings
• Own the client satisfaction survey workflow, including reporting and analytics
• Liaise with building management to address facility-related issues, including administration of building safety policies and trainings
• Assist with employee onboarding and offboarding administrative duties, including updating firm documents, communication with third party vendors, and coordinating equipment setup
• Provide administrative support to Operations managers and directors to ensure efficient office operations, including participation in physical item audits, client and vendor gifts, electronic filing and organization
• Respond to and resolve administrative inquiries and questions, including booking of conference rooms and hotel offices
• Perform analysis of inbound call data from Teams and outsourced phone vendor to assess service quality and cost effectiveness
• Assist with inventory and upkeep of the firm's knowledge center
• Assist with firm renewals for various vendors, insurances, State Bar, LACBA, etc.
• Provide backup support to Receptionist and Mail & Facilities Clerk
• Other responsibilities, administrative tasks, overflow work and projects, as assigned

Qualifications

• Professional, pleasant, and welcoming demeanor
• Strong interpersonal skills