Legal Administrative Assistant (Legal Secretary Trainee)

Legal Administrative Assistant

Allen Matkins, a law firm with over 285 attorneys, was founded with deep roots in real estate and has leveraged that foundation to grow and build prominent litigation, corporate, tax, labor and employment, land use, and environmental practices allowing us to partner with clients across myriad industries and markets. For nearly 50 years, Allen Matkins has worked with clients drawn to us by our reputation for market-leading solutions, pragmatism, exemplary quality, approachability, and our unparalleled network of contacts and connections in business and government. Our firm's success is driven by our commitment to hiring and developing top talent, ensuring a team that delivers exceptional work and service to our clients. We are guided by our core values: our people are our most important resource; we have a commitment to quality work, all the time; and we work as a team with each other and with our clients - we foster camaraderie.

Under general supervision, the Legal Administrative Assistant learns and performs secretarial tasks related to the specific work and function of attorneys, secretaries and other timekeepers. The Legal Administrative Assistant learns and maintains a general knowledge of the Firm's practice areas and a specialized knowledge of the attorneys' practice area(s) and clients. The Legal Administrative Assistant ensures client relations and satisfaction are attained in all areas of position. This position is currently a hybrid role.

Essential duties and responsibilities:

• Perform general secretarial duties, including, but not limited to: correspondence, coordinating and scheduling meetings and appointments as requested
• Draft, edit, and proofread practice-specific legal documents and redline comparisons
• Assist with various parts of closings, including, but not limited to: reviews, signature packets, signature pages, finalizing documents, organization, and distribution
• Assist with preparing closing binders and indexes upon closing of transactions
• Assist with preparing, filing, and/or ordering corporate documentation
• Prepare and ensure client intake information follows conflict procedures
• Prepare expense reports, timesheets and make travel arrangements
• Calendar administrative dates as requested
• Direct attorney billing and collection efforts and handle invoice correspondence as instructed
• Maintain attorney files
• Maintain updated calendar and current client contact lists
• Multi-task, manage and process desk work flow
• Ensure work is complete, accurate and timely
• Provide knowledge and procedural mentorship for new attorneys
• Provide professional client relationship management and high level client service
• Utilize required software, including firmwide workflow program, BigHand
• Attend training sessions offered by the Firm as required or requested
• Professionally cross-collaborate and provide support on a daily basis with legal secretaries as well as other departments within the Firm to facilitate highest possible legal support
• Retain a notary commission and perform notarial acts for Firm business, as requested

Education and/or experience:

• High school diploma or equivalent; college degree strongly preferred
• Minimum 1-2 years of law firm experience required

Qualifications:

• Ability to learn and work through complex document markups and instructions in an accurate and timely manner
• Ability to handle various assignments simultaneously and prioritize tasks in a high-pressure environment while being responsive and meeting deadlines
• Ability to learn and troubleshoot documents quickly
• Excellent interpersonal, verbal, written and grammar communication skills
• Strong commitment to producing quality results and fostering a culture of customer satisfaction
• Minimum typing speed of 70 wpm with high level of accuracy
• Strong proofreading and word processing skills
• Strong technology skills and proven ability to learn new technology and software quickly
• Advanced proficiency to learn in Adobe, MS Word, Excel, DocuSign, Aderant, and time entry software
• Must be proactive team player, flexible, organized and attentive to detail in all levels of work
• Positive, no-task-too-small attitude and willingness to adapt to changing business demands
• Ability to work core business hours with flexibility for overtime, as required
• Ability to interact effectively with clients, attorneys, staff and management

Other duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EEO Statement:

Allen Matkins is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, national or ethnic origin, ancestry, citizenship, age, marital status, medical condition, physical or mental disability, veteran status, all other characteristics prohibited by law, or gender identity and/or expression.

California Consumer Privacy Act:

We will collect the personal information you provide in connection with this application as well as information included with any other document(s) you provide us. We may use this information to evaluate your application and consider you for employment with Allen Matkins. We may share this information with third parties for any of the following purposes: (i) to confirm the accuracy of the information provided; (ii) to conduct a background check; (iii) to confirm or evaluate potential conflicts of interest; and/or (iv) to check references. If you accept an offer with Allen Matkins, we may use this information to provide you with the benefits of your employment. Our employees' personal information is governed by our Privacy Policy, available at

Compensation:

Allen Matkins is an Equal Opportunity Employer and offers a competitive compensation & benefits package. The anticipated base salary range for this full-time role is $50,000 - $75,000 per year. Actual salary will depend upon a number of factors, including, but not limited to, relevant experience, job-related skills, qualifications, and location.