Legal Administrative Assistant / Receptionist
3 days ago
San Diego
Objective: The Legal Administrative Assistant / Receptionist is responsible for providing administrative support to our paralegals and reception duties, managing office supplies and additional administration as detailed below. This position is designed for a highly motivated individual who excels in a fast paced, entrepreneurial environment that values top-quality work and positive contributions to the workplace. Hours: Monday – Friday (8:30AM – 5:00PM); 5 days a week in office Reports to: Director of Litigation Support Services (with dotted line to Branch Office Administrator) Classification: Non-Exempt Position Essential Functions: Legal Admin Duties: • Obtain and circulate docket sheets from the appropriate Court’s website (i.e. pre-litigation), • Obtain and circulate legal/case-related articles and opinions, • Complete the transmittal of enclosure letters (i.e. creation of UPS/FEDEX, labels, priority mail labels), • Print out and distribute documents as requested by paralegals, • Assist with scanning and saving documents into firm’s document management system, • Revise charts used for internal purposes (i.e. templates, list of mediators/judges), • Update case contact lists, • Obtain and prepare exhibits for court or arbitration filings, • Maintain internal filing and file hard copy legal documents, • Provide additional support including but not limited to handling outgoing mail, saving and circulating internal mail, scanning, copying, binder creation and breakdown, and faxing, • Word processing, data input, and other legal support tasks Reception Duties: • Greet clients, vendors and guests upon arrival, • Answer office general telephone line during business hours, • Manage incoming/outgoing mail, • Office-related errands (Fed Ex, UPS, Wellness Shopping), • For all meetings and events, order lunch and/or provide meal vouchers, • Provide parking vouchers for visitors Facilities: • Maintains daily order of:, • Conference Rooms, including:, • pre-meeting set-up and post-meeting cleanup, • set up computer and projector for virtual meetings and in-office presentations, • facilitate reservations and use of conference room, • Copy Room/Office Supply Area, • Reception Area, • Kitchen/breakroom Area, including ensuring it is kept clean and tidy; run dishwasher as needed; put clean dishes away, • Breakdown of boxes and other large items for disposal as needed, • Maintain organization of supply closets/cabinets, • Provide local support for marketing meetings and events including printing materials and preparing binders Inventory management: • Track Inventory on a weekly basis; proactively order supplies to ensure the firm doesn’t run out of needed items, • General Office Supplies (printer ink, pens, paper, etc.), • Litigation supplies (exhibit tabs, red wells, etc.), • Kitchen Supplies – Coffee, water, snacks, wellness items, • Keep printers stocked with paper and change printer cartridges, when needed Skills Required: • At least 1 year of experience as a legal assistant or 2+ years of administrative experience, • Understanding of office procedures, litigation processes and related requirements preferred, • Excellent grammar and proofreading skills, • Strong attention to detail, • Ability to multi-task, plan, and work in a fast-paced environment while taking direction from multiple paralegals with high expectations of performance, • Highly organized, • Excellent communication skills, • Intermediate to advanced skills in MS Word, Outlook, Excel and PowerPoint, • Must work well with a team, • Must be able to work independently, be a self-starter and take initiative Salary Range: $60k – 65k The Firm is providing this good-faith salary range to comply with applicable law. The applicant’s final salary will depend on a number of factors, including the applicant’s skills and years of experience. Performance and Hours-Based Bonuses: This position is also eligible for an annual discretionary performance-based bonus (percentage of salary). Benefits: This position is eligible for many additional benefits, including paid time off, sick time, medical and dental benefits, 401K contribution (and matching).