Assistant

About the Role

This high-touch, high-visibility role will provide exceptional client service and administrative support to O'Melveny attorneys, while also exhibiting a willingness to help any employee, visiting attorney, or client needing in-office assistance. The hallmark of this role is proactivity: leaning in and following up with OMM lawyers to support their practice needs and the needs of OMM clients. Please note this role allows for the firm's current policy regarding hybrid work arrangements.

Essential Duties and Responsibilities

• Service Liaison
  • Serve as a highly knowledgeable resource about the firm
  • Collaborate with off-site word processing services (OMM-Call), onsite Duplication and Office Services teams, Travel, Billing, and other firmwide departments to delegate work, provide quality checks, and meet deadlines
  • Act as liaison between lawyers and IT User Support to address technical/software issues
  • Collaborate with other Assistants across offices and departments/teams to ensure efficient and high-level support for lawyers, practice groups, and case/deal teams
• Intake, Billing, and Filings
  • Onboard new clients and open new matters in accordance with Conflicts Department procedures and oversee all related billing, calendaring, file and data maintenance
  • Assist lawyers with court filings, act as liaison with Court Services Department
• Lawyer and Practice Administration
  • Clear understanding of Litigation and Corporate practices and associated business and operational processes, with the ability to work across the respective practice's support, including business development and practice support teams
  • Work directly with case teams and associated vendors to support and meet relevant needs, including trial space selection, translation services, and court reporters, among others
  • Provide support to trial and deal teams in a firm-billable project assistant capacity, including as the onsite assistant for trial teams—a role that may entail after-hours and weekend work and include travel
  • Work directly with deal teams to support and meet relevant needs, including preparing initial set of draft financing/M&A documents, signature packets (using DocuSign), and closing binders
  • Support attorney case-related work, including document edits, research projects (compiling data into spreadsheets, pulling requested cases, etc.), and client or government letter drafts
  • Provide meeting and travel support
  • Perform filing, photocopying, scanning, faxing, compiling, mailing/delivery, and distribution of documents
  • Manage and maintain lawyers' calendars, email inbox, telephone calls and messages; anticipate items that require follow-up
  • Maintain your notary certification and provide notary services when requested
  • Provide translation services if applicable, and coordinate translation services if requested
• Marketing and Business Development
  • Assemble marketing materials (lawyers' biographies, one-pagers, pitch materials), using PowerPoint as required
  • Request updates to lawyers' biographies in collaboration with BD team
  • Maintain lawyers' contacts in Outlook and firm CRM
  • Conduct internet research and coordinate with the knowledge services team to pull articles to support lawyers' BD efforts
  • Update BD team on lawyers' BD activities (meetings, meals, speaking engagements, conference attendance)
  • Submit sponsorships and charitable contribution invoices
  • Provide support for BD-related events

Qualifications

• Minimum of 5 years experience working in a legal and/or professional services environment
• High School diploma or equivalent is required; Bachelor's degree is preferred
• Must be proficient using MS Office products (Word, PowerPoint, Excel, Outlook), have a minimum typing speed of 50 WPM, and be familiar with Intapp time entry, Elite billing systems, ECF, State and Federal Court rules, Lexis Nexis, PACER, ALN and eDocs
• Must have excellent grammar, communication and organizational skills (on-line and paper), as well as the ability to work under pressure and prioritize to meet deadlines
• Energetic self-starter who is highly customer service oriented and can work in a fast-paced, team environment
• Must be able to work overtime as needed
• Must be able to work in the office full time, when needed / requested
• Must have demonstrated strong administrative skills in areas of organization, attention to detail, and travel and meeting planning
• Must possess exemplary writing skills, excellent communication, interpersonal and organizational skills
• Must be forward thinking, proactive, and able to demonstrate initiative while managing and meeting deadlines
• Must be able to keep projects on track while following up to ensure all parties are kept abreast on status of projects

Pay

The salary range for this role in NYC is $85,000 - $105,000 and represents the firm's good faith minimum and maximum range for this role at the time of posting. The actual compensation offered to a candidate will be dependent on a variety of factors including, but not limited to, the candidate's experience, qualifications, and location.