Legal Administrative Assistant - Disputes

Legal Administrative Assistant (LAA) Disputes

The Legal Administrative Assistant (LAA) Disputes, working in collaboration with and in support of the firm's strategic initiatives, provides a wide range of administrative and clerical support to attorneys and legal teams. This role is essential in ensuring the smooth operation of the firm's administrative functions and requires a high level of organization, attention to detail, and the ability to manage multiple tasks simultaneously. This position will collaborate regularly with Legal Support Assistants (LSAs), Legal Executive Assistants (LEAs), and attorneys on various tasks and assignments, ensuring work is properly allocated and completed on time. The LAA role requires a high level of flexibility and willingness to work in a fast-paced environment where multiple projects may have to be prioritized for the firm's attorneys. Projects will often require high-level technical skills with Microsoft Office programs or various types of legal software commonly seen in law firms.

Location: This position is located in our Los Angeles office and offers a hybrid work schedule. The working hours for this role are 10:00am to 6:30pm Pacific time.

Responsibilities:

• Provides practice-specific support to multiple associates, partners, and other attorneys, leveraging knowledge about unique practice tasks, requirements, and functions and can prioritize work accordingly.
• Drafts, edits, and proofread legal documents, communications, files, or presentations to ensure accuracy.
• Oversee the maintenance and organization of electronic and paper filing systems within the firm's DMS/repositories. Ensure all work products are easily accessible and up to date.
• Collaborate with other LAAs or LEAs to complete more complex projects or provide administrative support for any assigned attorneys. Provides mentorship, guidance, and delegation to LSAs who assist with projects as appropriate. Provides key status updates on projects to any assigned attorneys, offering or delegating direct-action support in the event of escalation.
• Organizes and monitors assignments within the firm's workflow tool, ensuring that administrative tasks are properly allocated and completed on time. These projects can include but are not limited to time entry and expense reimbursements.
• Oversee billing matters including all approval forms and collaboration correspondence, ensures prebills are processed by the appropriate team accurately and timely; serves as a proxy attorneys to address questions or issues related to the billing process. Ensures final bills are delivered in a timely manner and initiate follow-up at the attorney's request.
• Serves as a trusted advisor for associates, partners, or other attorneys. LAAs will be expected to handle confidential or sensitive matters using discretion and to promote professionalism and exceptional service in all interactions with attorneys, clients, and other DLA Piper business professionals.

Desired Skills:

The below job competencies and skills are required for the Legal Administrative Assistant position in order to perform the job successfully.

The ability to communicate effectively in the native language of the region via e-mail or via voice is essential. Takes initiative to enhance existing and learn additional skills. Prior experience working with Microsoft Office products or legal software such as iManage, Aderant, DocXTools, Innova, etc. Must have the ability to adapt to application upgrades and the use of AI-Powered Tools for document production, review, and case research. Must have ability to demonstrate flexibility and willingness to learn new skills and adapt to evolving needs of the attorney's practice. Must have the ability to be flexible within a fast-paced environment and ensure that all deliverables and work products adhere to firm best practices, and a willingness to receive constructive feedback from attorneys and managers. Open to collaborating with and supporting Legal Support Assistants (LSAs) as appropriate. Works well under pressure and able to stay positive and productive.

Must have a general familiarity with legal terminology, documentation, and best practices for law firms or similar settings. Exhibits strong attention to detail and excellent problem-solving skills that enable them to make quick decisions. Possesses prior experience in workflow-management related roles. Demonstrates proficiency in virtual firm collaboration tools such as Zoom and Microsoft Teams to communicate with internal and external resources on behalf of the attorney's practice.

Minimum Education:

• High School Diploma or GED.

Preferred Education:

• Bachelor's Degree in legal studies, business administration, or a related field.

Minimum Years of Experience:

• 2 years' experience working in a legal setting under the supervision of a licensed attorney or office administrator, or within a similar role.

Essential Job Expectations:

• Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties.
• Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner.
• Provide timely, accurate, and quality work product.
• Successfully meet deadlines, expectations, and perform work duties as required.
• Foster positive work relationships.
• Comply with all firm policies and practices.
• Engage in both physical and sedentary activity, such as (a) working at a computer for extended periods of time, including on-screen reading and typing; (b) participating in digital/virtual conference calls; (c) participating in meetings as needed.
• Ability to work under pressure and manage competing demands in a fast-paced environment.
• Perform all other duties, tasks or projects as assigned.

Physical Demands:

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Work Environment:

The individual selected for this position may have the opportunity for a hybrid work arrangement comprised of remote and in-office work, the requirement for which will be determined in coordination with the hiring manager or supervisor and may be modified in the firm's discretion in the future.