Administrative Specialist

Job Description

Administrative Specialist

Position Type:

Full Time

Non-exempt

Hybrid Scheduled (work in the office for 1 - 3 days, as needed on a fixed schedule)

Location: LA

Residency Requirements:

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: $28/HR

*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.

SUMMARY

The Administrative Specialist performs a variety of administrative tasks to support legal secretaries, attorneys and other administrative teams or staff. The Administrative Specialist maintains a general knowledge of the Firm's practice areas/groups. The Administrative Specialist provides a high level of personalized customer service and support while producing a high volume of consistently excellent work product in order to support the success of the Firm.


Job Functions & Responsibilities

Description of Functions & Responsibilities:

Administrative Assistance

Organize

Organizes work materials

Process Expense Reports

Requests and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneys

Coordinate Payment of Invoices

Arranges for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriate

Photocopy and Handle Documents

Copies, scans, faxes, files, edits, uploads/downloads and emails documents

Manage Large Document Projects

Sends, tracks and manages document projects handled by the Word Processing Center, Service Center and outside vendors

Handle shipping and couriers

Arranges couriers, create shipping labels, shipments and track status and delivery

Proofread

Proofs and prepares documents for final drafts

Transcribe

Transcribes from audio or video files, handwritten materials and dictation

Other Support Functions

Communications Support [all tasks are done on behalf of assigned attorneys]

Manage Mail

Opens, sorts, prioritizes and distributes mail

Phones

Backup for phone support

Prepare for Meetings

Backup for reserving room setup, A/V setup and RSVP of attendees

Calendar management

Schedules/reschedules calendar items based on incoming requests

Client Support

Support Business Development

Monitors client news and coordinate competitive intelligence information with the Library

Time Entry and Billing

Research Client/Matter Statistics

Responds to client billing inquiries and requests for information

Travel Management & Event Management

Manage Reservations

Coordinates 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

Sets flight notifications, track and communicate delays/changes

File Management

Manage Electronic Files

Scans documents into FileSite

Manage Records Retention

Indexes files for offsite storage, recalls boxes from offsite storage, cleans up unused/unneeded files, organizes files for optimal recall ability and storage efficiency, updates matter pleading clips

Litigation Assistance - Case Support

Coordinate Outside Services

Schedules, communicates and coordinates court reporting services, videographers, process servers and attorney services, provides court filing assistance to secretaries

Manage Court Admissions

Coordinates and maintain admission to necessary courts

Transactional Assistance

Research

Pulls public documents and regulatory filings using WestLaw, EDGAR, Redline, and internet research

New Business Intake

Financial Security department assistance

Assists in creation of new matters, in addition to updates to audit and close-out letters

Assigned Department Support

General Support

Other specific duties will be assigned depending on the department being supported

General

Maintain Confidentiality

Keeps the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm

Participate in Projects

Participates in special projects as assigned

Complete other duties as assigned

Completes other tasks as assigned

Attention to Detail

Produces work product with close attention to detail and reviews work as part of the team's quality control process.

Proactivity

Self-initiates actions to identify problems before they occur and thorough due-diligence.

Maintain team processes

Updates team reference documents to maintain quality control

Professional Development

Participates in training of new software for firm processes

Tools

• Electronic Fax Program
• Multi-Function Device (Printer, Scanner, Copier)
• Conference Room and Resource Scheduling Software
• Time Entry/Billing Software (iTimekeep/3E)
• Expense Reporting Software (Chrome River)
• Microsoft Office - Word, Excel, PowerPoint, Outlook
• Adobe Acrobat Suite

Minimum Job Qualifications

• A high school diploma is required. A college degree or administrative assistant experience is preferred.
• 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 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.

• Solid knowledge of processes, procedures and technologies required by the administrative assistant profession and the Firm's practice areas/groups.

Physical Demands

Standing, moving about, walking, sitting at a desk, bending, reaching, lifting up to 15 lbs., writing, typing, and computer use

Working Conditions

Quiet office environment in a high-rise building, seated the majority of the time

Direct Reports

None

Competencies

Teamwork and Cooperation: Treats others with respect; works well with others; asks for help when necessary; willing to share credit; avoids pointing fingers or assigning blame; volunteers to help others when available to do so; empathetic to others.

Communication: Communicates clearly and appropriately with adequate frequency and tools; understands the need for regular, timely and high quality communication; listens actively and asks appropriate questions; understands the message.

Flexibility: Adapts to changing conditions; willing to do something new/different; open to change; accepting of differences.

Problem Solving: Seeks solutions to problems; proposes creative and effective solutions to problems; examines underlying cause of problems when seeking a solution.

Attorney Focus: Desires to help or serve attorneys to meet their needs; responsive and available when needed; proactively anticipates needs and expectations and acts accordingly to support the success of assigned Attorney(s).

Client Focus: Desires to help or serve clients to meet their needs in a professional and timely way; proactively works to understand client needs thoroughly; protects confidential client information appropriately.

Self-Development: Uses constructive feedback to improve; learns from mistakes; shows eagerness and capacity to learn; attends available training; shows interest in improving self; proactively looks for opportunities to gain experience in a range of responsibilities.

Organization and Time Management: Orderly in approach to work; able to plan and execute work effectively and accurately; tracks and follows through on requests; maintains a well-organized and clean work area; prioritizes and understands urgency; able to be punctual and prepared; manages multiple tasks simultaneously.

Composure: Understands what triggers emotions and uses that knowledge to maintain a professional presence.

Integrity: Deals with ethical issues appropriately. Acts in a way that is consistent with Firm values.

The Administrative Specialist role is an amazing opportunity available on our team of professionals at Munger, Tolles & Olson, LLP! We offer competitive pay, benefits and an opportunity to make an impact in today's world.

About Munger, Tolles & Olson

Munger, Tolles & Olson has topped The American Lawyer's A-List a record eleven times, and maintains the highest average A-List ranking in the history of the award.

We strive to hire only the most qualified and creative lawyers. We believe that clerkships provide valuable experience. In this regard, nearly 75% of our lawyers and over 80% of our litigators served as law clerks to federal or state judges and sixteen attorneys were clerks to U.S. Supreme Court Justices. We recruit and retain the best professional talent to support our Attorneys with a focus on service and excellence. We have a full spectrum of functional positions including Information Technology, Information Security, Accounting, Human Resources, Legal Support, and Marketing.

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.

We are a talent-first Firm and are always looking for great people. We encourage you to apply even if the level of this position is not an exact match to your qualifications. This may not guarantee your placement into the opening; however, it is always worth exploring if there is an opportunity for the future.


Munger, Tolles & Olson LLP (MTO) does not accept unsolicited resumes from 3rd parties or agencies. Any unsolicited resumes and profiles received from 3rd parties or agencies will be considered property of MTO and no fees will be due or paid. If you wish to become an approved Agency with MTO, please contact a member of the MTO Talent Acquisition Team.