About the job
Position Summary
Our Office Administration Department has an opportunity for an experienced Legal Practice Assistant (PA) to join our expanding practice. This position will primarily focus on supporting our California and West coast offices. Under general supervision, the Floating PA supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing secretarial and clerical tasks, and working collaboratively and cooperatively with others in a fast paced, team-oriented environment. In contrast to regularly being assigned to one specific office, this position provides temporary support to attorneys and paralegals, and back up support to other practice assistants for different offices as needed, often supporting multiple offices simultaneously. In addition, this position may require specialized duties associated with new office openings, large scale attorney onboarding, and other firm wide projects. Duties will vary depending upon the assignment. This position will be primarily remote, however, the successful candidate must reside in a state within the Pacific or Mountain time zone where the firm has a physical office. Travel will be required and may be extended in duration and/or with short notice. While the work schedule will generally be 9:30 am – 6:00 pm Pacific Time, the ability to adjust working hours to meet the needs of the assignment is also required.
Essential Functions
- Provides secretarial support for offices that are short-staffed due to staff time off, unexpected absences, turnover, large projects or other situations. Work may be required to be performed onsite at a specific office or remotely, depending upon a variety of factors.
- Communicates with Office Administrator(s) (OA) and/or PAs of office(s) being supported, including prior and subsequent to assignments, to facilitate a smooth transition.
- Proactively seeks opportunities to assist offices.
- Submits information for conflict checks, initiates matter opening process, and prepares and processes new matter documents.
- Provides training on firm systems and procedures, administrative contacts, and firm resources, to incoming and newly hired staff, primarily PAs.
- Creates and maintains master spreadsheet of new matter openings for attorney(s) joining the firm.
- Communicates with incoming attorneys, CIRS and IT Departments, and occasionally outside parties, regarding file transfers and other practice related information (attorney contacts, calendar, etc.).
- Creates and organizes client files.
- Provides secretarial and administrative support to incoming attorneys and staff during the initial office opening period.
- Assists Director of Office Administration and Regional Office Administrators with administrative tasks as needed to prepare new location for operations, including unpacking and organization of office supplies, organization of files, and research of local vendors and courts.
- Assists Director of Office Administration and others with firm wide projects and initiatives; occasionally participates in beta test groups to provide feedback on new or changing firm processes.
Requirements
- 5+ years of experience as a litigation practice assistant or legal secretary.
- Must have in-depth knowledge of federal and local rules.
- Must have experience with California processes and filings.
- Accuracy and typing speed of at least 70 words per minute.
- Strong computer proficiency in the use of MS Office, document management, e-filing and database software.
- Excellent written and verbal communication skills.
- Superior organizational skills including filing, calendaring, and proofreading.
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