Practice Assistant

Job Description PRACTICE ASSISTANCE Position Type Full Time Exempt Status Non-exempt Working Schedule Hybrid Scheduled (work in the office for 3 days/week, as needed on a fixed schedule.) Location San Francisco Residency Requirements Washington D.C.: For all positions based in the Washington, D.C. office, residency within Washington D.C., Maryland or Virginia and within a reasonable commutable distance to the assigned office is required depending on the firm’s discretion and the nature of the role. Los Angeles and San Francisco Offices: For all positions based in the Los Angeles and San Francisco offices, residency within the state of California and within a reasonable commutable distance to the assigned office is required depending on the firm’s discretion and the nature of the role. Salary Range $33.13/hour ($64,603.50 annually) *_The salary range is the one that Munger, Tolles & Olson LLP reasonably expects to pay for this position. The salary range does not guarantee, obligate, nor set expectations of an applicant’s wage in the event of hire. The posted range is only one component of Munger, Tolles & Olson LLP’s Total Rewards package. The Practice Assistant performs a variety of legal and administrative tasks to support assigned attorneys and AST Department. Practice Assistants maintain a general knowledge of the Firm’s practice areas/groups and specialized knowledge of the assigned attorneys’ practice area(s), and clients. Practice Assistants prioritize high level of personalized customer service to assigned attorneys while concurrently supporting AST Department in AST tasks and providing guidance to AST team members, while providing excellent work product in order to support the success of the Firm. Job Functions & Responsibilities NOTE: Each attorney receives personalized service and may or may not require assistance with all the tasks below. The tasks that the Practice Assistant is responsible for will vary and change based on Attorney, and AST assignments. The Practice Assistant is expected to possess the ability to complete all job functions listed here. AST Support Guidance: Provide software related instruction and guidance on various processes employed by AST team as needed Other: Participate in training of software relating to AST processes Administrative Assistance Organize: Keep attorney work materials, desk and work areas organized and orderly Process Expense Reports: Request and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneys Coordinate Payment of Invoices: Arrange for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriate Photocopy and Handle Documents: Copy, scan, fax, upload and email documents Manage Large Document Projects: Send, track and manage document projects in conjunction with Word Processing Center, Service Center and outside vendors Handle shipping and couriers: Arrange couriers, shipments and track status and delivery Proofread: Proof and prepare documents for final drafts Transcribe: Transcribe from tapes, handwritten materials and dictation Maintain Desk Procedures: Develop and maintain relevant information and desk procedures for reference during time away Communications Support Know Availability: Monitor and understand attorney(s)’s whereabouts and/or how to contact for client needs, know attorney(s)’s availability for meetings and other events Manage Calendar: Maintain attorney(s)’s calendar using MS Outlook: schedule meetings, make room reservations, make changes as needed, send reminders, track RSVP’s, inform attorney of any attendee issues/special requests Prepare for Meetings: Ensure meeting room is set up, log in conference calls, confirm A/V setup, confirm catering set-up, provide RSVP list, ensure materials are ready, confirm conference call set up, coordinate outside guest needs Answer Phones: Answer attorney(s)’s phone, take messages, communicate received calls and provide updates, optimize attorney(s) phone functions (speed dial, forwarding, etc.) Manage Contacts: Enter new contacts in MS Outlook, update existing contacts Manage Email: Preview, read, file and, when appropriate, respond to emails for assigned attorney(s) Manage Mail: Open, sort, prioritize and distribute mail Draft Correspondence: Prepare first draft of billing and new matter letters using firm formats. Prepare, emails and other correspondence using appropriate, standardized formats Client Support Complete New Matter Intake: Complete Intake form, communicate additional needs for form, research intake information, resolve issues with new matter intake Manage Conflicts of Interest: Coordinate with Conflicts department to ensure all communication and procedures for conflicts checks are followed Close Matters: Determine when to close matters, draft closing letter, organize file retention and clean-up efforts Field Client Inquiries: Answer general, billing, scheduling questions and handle general client interaction Respond to Audit Letters: Gather information and prepare draft audit response letter. Send finalized audit letters to audit committee for approval and final submission to client. Support Business Development: Monitor client news and coordinate competitive intelligence information with the Library File Management Manage Electronic Files: Create and update folder structures in Document Management System, maintain and update files housed within the structure Maintain Hardcopy Files: Create and maintain hardcopy file structure, maintain binders, maintain file drawers, reweld folders Manage Records Retention: Index files for offsite storage, recall boxes from offsite storage, clean up unused/unneeded files, organize files for optimal recall ability and storage efficiency Time Entry and Billing Complete Time Entry: Calculate and complete time entry in time tracking software from available inputs Reconcile time entries with Client requirements: Conform time entry in accordance to client guidelines Review and Finalize Time: Make corrections and submit final time for the period Review and Edit Bills: Complete initial review of pro-forma bills, correct errors, propose edit suggestions to attorney(s), coordinate changes, gain approval for final bills Prepare and Deliver Final Bills: Follow client billing guidelines, coordinate with accounting to provide requested back-up, deliver final bills Resolve Client Billing Issues: Communicate with the client, fix errors, resolve inconsistencies, make updates needed, coordinate changes with Billing Department and track payment Research Client/Matter Statistics: Respond to client billing inquiries and requests for information Travel Management Support Manage Reservations: Coordinate with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changes Prepare for Trip: Check-in, print necessary documents, coordinate destination information/arrangements Notify of Changes: Set flight notifications, track and communicate delays/changes General Maintain Confidentiality: Keep the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm Participate in Projects: Participate in special projects as assigned Complete other duties as assigned: Complete other tasks as assigned Litigation Assistance Redline: Redline documents Prepare Documents: Prepare informational binders Manage Pleading and Discovery Clips: Create, maintain and update iManage Pleading and Discovery Clips Information Management Redline: Redline documents Prepare Documents: Prepare informational binders Manage Pleading and Discovery Clips: Create, maintain and update iManage Pleading and Discovery Clips Case Support Coordinate Outside Services: Schedule, communicate and coordinate court reporting services, videographers, etc. Trial Assistance: Assist with trial binders, facilitating needs pre-trial and during trial, and basic trial participation when needed Transactional Assistance Redline: Redline documents Research: Pull public documents and regulatory filings using WestLaw, EDGAR, etc. Prepare Documents: Prepare Table of Contents, prepare client documents – 8‑K, consents, etc., coordinate Notary when needed Maintain Data Room: Assemble and upload of documents Assist in Closing Activities: Gather signature pages, prepare closing binders Create Presentations: Create initial drafts and proof presentations using presentation software Tools Proficient in MS Office Suite, particularly Word, Excel and PowerPoint and Outlook. Electronic Fax Program Multi-Function Device (Printer, Scanner, Copier) Conference Room and Resource Scheduling Software Time Entry/Billing Software Expense Reporting Software Microsoft Office – Word, Excel, PowerPoint, Outlook Adobe Acrobat Suite Other Software as required Minimum Job Qualifications Bachelor’s degree with interest in pursuing law school or graduate school preferred. Prior Administrative Specialist or assistant experience in legal field required. Strong analytical and problem‑solving skills with attention to detail. The 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. Excellent computer skills. Working knowledge of time tracking/billing applications preferred. Evolving knowledge of support processes, procedures and technologies required by the legal/administrative support profession and the Firm’s practice areas/groups. Available 37.5 hours a week, with occasional opportunity for overtime Ability to quickly respond to constantly changing instructions and prioritize accordingly, to maintain high‑level of service to supported attorneys. Ability to manage workload and proactively identify required tasks, take ownership of projects and complete assignments in a timely fashion Physical Demands Writing, typing, reading, speaking, hearing, seeing, sitting, bending, reaching, lifting up to 25 lbs. Working Conditions Quiet office environment in a high‑rise building, seated the majority of the time Direct Reports None Competencies Communicates effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences. Being resilient: Rebounding from setbacks and adversity when facing difficult situations. Collaborates: Building partnerships and working collaboratively with others to meet shared objectives. Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity. Customer focus: Building strong customer relationships and delivering customer‑centric solutions. Drives results: Consistently achieving results, even under tough circumstances. Situational adaptability: Adapting approach and demeanor in real time to match the shifting demands of different situations. Equal Employment Opportunity MTO is an equal opportunity employer and does not discriminate in employment on the basis of race, including but not limited to hair texture and protective hairstyles (for example, braids, locks, and twists), color, ethnicity, religion, gender, gender identity or expression, pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth and breastfeeding, marital or domestic partner status, parental or family care status, national origin, ancestry, age, sexual orientation, disability or medical condition, genetic characteristic, political affiliation, military or veteran status, or any other characteristic protected by federal, state or local law. It is the policy of Munger, Tolles & Olson LLP to prohibit discrimination, unlawful harassment (including sexual harassment), and retaliation. This commitment prohibits such conduct by any individual involved in MTO’s operations and by anyone doing business with or on behalf of Munger, Tolles & Olson LLP. #J-18808-Ljbffr