Litigation Administrative Assistant

This is a Full Time Job

Here you can:
• Provide proactive administrative support for the West Coast Litigation Team, including approximately 7 attorneys, two paralegals and a risk claims manager; answer phones professionally, take/route messages as required; arrange and schedule numerous meetings involving executives at all levels; maintain and update calendar; develop and maintain relationships with executive assistants throughout the company; demonstrate flexibility, patience and persistence in routinely rescheduling meetings; arrange complex logistics for multiple-attendee and multiple-location meetings (including virtual meetings and slide presentation set-ups).
• Prepare and process corporate and p-card expense reports and reconciliations in accordance with Company policy guidelines and keep accurate and timely expense account records
• Arrange travel and all accommodations including comprehensive and detailed itineraries; process travel expenses and reimbursements
• Coordinate with facilities and IT for team needs as they arise
• Assist outside counsel with set up on electronic invoicing system; facilitate processing of invoices from outside counsel and process other vendor invoices for payment; keep detailed files of invoice related activities
• Manage bar membership and continuing legal education records for attorneys
• Occasionally assist with final preparation of litigation documents (briefs, motion papers, etc.) for filing in court; generation of Tables of Contents and Tables of Authorities, preparation of court forms and filing fees, and creation of courtesy copies for the court; electronic filing of court document; assist with document productions in response to subpoenas and discovery requests
• Simple legal research, e.g., researching and summarizing court rules, searching for court documents on PACER
• Assist with internal communications with staff and broader Legal organization
• Manage administrative and coordination aspects of special projects as designated including, planning and organizing internal events
• Handle general office and administrative tasks, including the ordering and organization of miscellaneous supplies
• Maintain strict confidentiality and professionalism along with a positive attitude

Qualifications

Basic Qualifications
• 3 years of work experience
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook
• College degree or High School/GED and comparable work experience

Desired Characteristics
• Excellent interpersonal skills and experience as a team player with the ability to develop and maintain good working relationships with numerous executive assistants and other individuals across the company
• Previous experience as an administrative assistant in a fast-paced environment supporting multiple people with demonstrated ability to prioritize workload
• Experience in in-house law department(s) and/or law firm, especially in litigation setting, preferred
• Professional presence, including a professional manner over the phone, in writing, and in person, with the ability to interface with senior executives
• Solid oral and written communication skills, including attention to grammar and spelling
• Excellent attention to detail and time management skills
• Superior organizational and administrative skills, with the ability to multitask and prioritize work for multiple attorney clients simultaneously
• Exceptional computer skills (including Microsoft Word, Excel, PowerPoint, and Outlook); experience with legal document management systems; ability to learn new computer programs and systems with ease

This position currently has a hybrid schedule, which requires contributing from the Universal City, CA office a minimum of four days per week. The Company reserves the right to change in-office requirements at any time.