Legal Recruiting Assistant

Job Description Legal Recruiting Assistant Position Type: Full Time Non-exempt Hybrid Scheduled (work in the office for 2 days, as needed on a fixed schedule of Mondays and Thursdays) Location: Los Angeles 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: $27.07/hour - $30.49/hour ($56,305.60 - $63,400.00 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 Legal Recruiting Assistant provides administrative, operational, and logistical support to the Legal Recruiting Department, with primary responsibility for supporting the Law Student Recruiting, Programs & Engagement team. This role assists with campus engagement initiatives, law student recruiting activities, the Summer Associate Program, and future associate engagement efforts while ensuring a high level of organization, responsiveness, and attention to detail. Due to the cyclical nature of legal recruiting, the Legal Recruiting Assistant will provide flexible support across multiple recruiting functions based on seasonal priorities and business needs. The position works under the supervision of the Legal Recruiting Manager and collaborates closely with attorneys, professional staff, candidates, law schools, vendors, and members of the Legal Recruiting team. Job Functions & Responsibilities CAMPUS ENGAGEMENT & LAW STUDENT RECRUITING Maintain campus outreach requests, calendars, deadlines, contact information and related trackers. Assist with law school, student organization, OCI and recruiting event registrations, including processing payments and maintaining confirmed dates and deadlines. Support event logistics, including conference rooms, catering, swag, shipping, recruiting materials and other event needs. Assist with attorney outreach and scheduling for campus events, OCI and other recruiting activities. Prepare and distribute standard event and recruiting communications and logistical materials. Maintain candidate information and recruiting records in ViRecruit and other recruiting systems. Assist with interview scheduling, confirmations, calendar invitations, candidate itineraries and related logistics. Provide administrative support for Super Interview Days, including scheduling support, materials, candidate communications and on-site logistics. Prepare interview packets, OCI materials and other recruiting materials. Assist with grade calculations and maintenance of law school grade information, subject to appropriate review. Track interview evaluations and send routine reminders and follow-up communications. With guidance, assist with reference-check administration and related system updates. Process candidate reimbursements and other recruiting-related expenses. Support post-interview and post-OCI administrative activities, including system updates and standard candidate communications. Assist with second-look visits and other candidate/student engagement activities. SUMMER ASSOCIATE PROGRAM Provide administrative and logistical support for Summer Associate Program planning and execution. Schedule Summer Program meetings, summer associate check-ins and other recurring meetings. Maintain Summer Program administrative calendar of events, schedules, rosters, trackers and onboarding information. Assist with orientation logistics, schedules, materials, room reservations and communications. Maintain summer associate resumes, transcripts and other program records. Support the work assignment and evaluation processes through tracking, routine reminders, document management and administrative follow-up. Coordinate recurring program logistics, including conference rooms, meals, materials and other administrative needs. Process Summer Program payments, invoices and reimbursements. Assist with preparing presentations, meeting materials, agendas and support end-of-summer processes (updated resume and transcript collection and send departure communications). Attend Summer Program onsite events and activities as needed to provide administrative and logistical support. May occasionally be asked to attend offsite events as well. POST-SUMMER ENGAGEMENT Provide administrative support for the firm's post-summer engagement program. Maintain contact information, distribution lists, engagement records and related program data. Assist with newsletters, invitations, mailings and other recurring communications. Coordinate scheduling and logistics for engagement activities and events. Assist with maintaining outreach, follow-up and other information in designated systems. Prepare routine reports, lists and materials used to support engagement activities. Assist with administrative handoffs as individuals transition into the full-time recruiting process. DEPARTMENT & ADMINISTRATIVE SUPPORT Maintain accurate and organized recruiting records across recruiting systems and shared repositories. Assist with routine data entry, document collection, file management and records maintenance. Maintain calendars and assist with scheduling meetings and related logistics. Prepare standard correspondence, spreadsheets, presentations, and recruiting materials. Process invoices, sponsorship payments, reimbursements, and other recruiting-related expenses. Assist with maintaining recruiting swag inventory and coordinating orders and distribution. Track deadlines and follow up on routine outstanding items. Provide administrative support to other members of the Legal Recruiting team during peak periods and as departmental priorities shift. Assist with reconciliation of department credit card. Perform other duties as assigned or as necessary to support the ongoing needs and evolving objectives of the Firm and department. Tools Microsoft Office, including Excel, PowerPoint, Word, Outlook, SharePoint and Teams. iManage Recruiting and applicant tracking systems, including viRecruit, Floor successor platforms. Workday. Airtable and other recruiting databases or tracking systems. Event registration and recruiting platforms. Other department technology and systems as required. Minimum Job Qualifications High school diploma required; bachelor's degree preferred or equivalent combination of education and experience. One to two years of administrative, human resources, recruiting, legal or professional services experience preferred; relevant internship or temporary experience may be considered. Strong organizational skills and ability to manage multiple assignments and deadlines in a fast-paced environment. Strong attention to detail, proofreading and follow-up skills. Good verbal and written communication skills and ability to provide professional and responsive client service. Ability to maintain confidentiality and appropriately handle sensitive candidate and employee information. Proficiency with Microsoft Office applications; familiarity with Workday, ViRecruit, SharePoint, Airtable or similar systems is a plus. Ability and intellectually curious to learn new systems and technology. Ability to work collaboratively with attorneys, professional staff, candidates, law school personnel and vendors. Ability to exercise sound judgment, proactively communicate issues, and recognize matters that require escalation to more senior members of the Legal Recruiting team. Ability to adapt to shifting priorities and provide flexible support across Legal Recruiting based on seasonal workload. Ability to work extended hours, evenings or occasional weekends as needed during peak recruiting and Summer Program periods. Physical Demands Writing typing reading speaking hearing seeing sitting bending reaching lifting up to 25 lbs Professional Work Conditions Professional office environment with extended periods of computer and desk-based work. The position may require attendance at recruiting events and Summer Program activities outside regular business hours. Direct Reports None Competencies Communicates effectively: Develops and delivers clear, professional communications appropriate for different audiences. Attention to detail: Produces accurate work and carefully reviews documents, data and communications. Collaborates: Works cooperatively with colleagues and internal clients to meet shared deadlines and objectives. Customer focus: Provides responsive, service-oriented support to candidates, attorneys, staff and other stakeholders. Instills trust: Handles confidential and sensitive information with discretion, integrity and professionalism. Drives results: Follows through on assignments and completes work accurately and on time. Plans and aligns: Organizes work effectively, tracks deadlines and manages competing priorities. Interpersonal savvy: Relates professionally and comfortably with a variety of individuals. Situational adaptability: Adjusts priorities and approach as recruiting needs and deadlines change. Being resilient: Maintains composure and effectiveness during high-volume and time-sensitive periods. The Legal Recruiting Assistant 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. We are a talent-first Firm and are always looking for great people. 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. Munger, Tolles & Olson LLP is an equal opportunity employer, and does not discriminate on the basis of race, color, ethnicity, religion, religious creed, sex, gender, gender identity and expression, pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy, childbirth and breastfeeding, marital or domestic partner status, family care status, national origin, ancestry, age, sexual orientation, disability or medical condition, genetic characteristic, political affiliation, veteran status, or any other characteristic protected by federal, state or local law. Pursuant to local ordinances, we will consider for employment qualified applicants with arrest and conviction records. Munger, Tolles & Olson LLP respects your privacy and is committed to collecting, maintaining, and using personal information about you responsibly. Munger, Tolles & Olson LLP (MTO) does not accept unsolicited resumes from 3rd parties or agencies. 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