Administrative Assistant

About the Role

Manatt, Phelps & Phillips, LLP, a multidisciplinary national professional services firm, is seeking an Administrative Assistant to join its growing team. This role involves performing a wide range of administrative functions in support of Professionals across the Firm's legal and consulting practices, including those advising on regulatory, government, corporate, litigation, health care, and other strategic business matters.

Key Responsibilities

• Extensive calendar management and scheduling of meetings, conference calls, travel arrangements and events
• Oversee attorney time entry and coding to support accurate client billing and matter management
• Review, verify, and coordinate client billing information, ensuring invoices are accurate prior to submission and resolving billing revisions with the finance team
• Provide administrative support on special projects and collaborate with cross-functional teams to improve workflow processes and support business objectives
• Reception duties, including greeting incoming visitors for client meetings, depositions and team meetings, hospitality and conference room scheduling assistance
• Oversee meeting set ups and catering requirements
• Preparing draft court documents, specifically complaints, answers, discovery, briefs, motions, motions for summary judgment, correspondence and memos
• Organizing and maintaining documents, and case files, knowledge of document management software
• Prepare and format documents in Word
• Management and tracking of expense reimbursements
• Provides back-up support to other administrative assistants and office as needed
• Answer emails and phone calls, and when necessary, redirect calls
• Ad hoc projects and duties as needed

Qualifications

• 2-4 years of previous experience supporting multiple professionals, including ability to keep team members on track with processes, policies and deadlines in a fast paced environment
• Reliable, friendly and positive, can-do attitude is essential
• BA Degree highly preferred
• Must have strong multi-tasking skills and the ability to prioritize activities and work under pressure to meet client deadline expectations in a fast-paced environment
• Candidate should be a creative and independent thinker, but confident asking questions in order to complete tasks efficiently
• This position will have extensive contact with others (including clients) requiring discretion and will need to maintain a professional and courteous when dealing with others
• Must have strong writing and research skills
• Must have exceptional organizational skills and strong attention to detail
• The successful candidate will be someone with strong initiative and who is self-motivated and interested in taking ownership of the work and loves working as part of a team

Skills

• Strong Outlook, Word, PowerPoint and Excel skills required
• Must be comfortable learning new software programs which support the business operations of the practice
• Experience with legal billing software is also a plus

Pay

The base annual pay range for this role is between $69,000-$74,000. The base pay to be offered will vary and depend on skills and qualifications, experience, location and will also take into account internal equity.

Benefits

A full range of medical, financial and/or other benefits dependent on the position will also be offered.