Senior Legal Administrative Specialist

Job Description

Position Type:          Full Time

                                    Non-Exempt

                                    Hybrid Scheduled (M, W, Th onsite)

Location:                   Los Angeles

Salary Range:           $41.06 - $48.08 per hour*

*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.

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JOB SUMMARY

The Senior Legal Administrative Specialist is responsible for providing expert support to attorneys and professionals for all administrative and litigation/transactional functions of the Administrative Department. The Senior Legal Administrative Specialist directly assists attorneys supported by our Administrative Support Team with tasks/projects and provides coverage when an attorney’s assigned direct support is out, unavailable or needs additional assistance. Additionally, the position provides overflow support to various administrative Departments including, but not limited to Word Processing Center and the Administrative Support Team.

The Senior Legal Administrative Specialist meets regularly with attorneys and professionals to ensure needs are being met, consults on current projects, and identifies additional support needs or training. The position mentors Practice Assistants to address procedural and training needs and provides guidance to first year associates on firm and legal processes and procedures. 

JOB FUNCTIONS

General
•    Provides mentorship to Practice Assistants regarding firm administrative tasks and procedures.
•    Collaborates with Administrative Manager(s) to develop training for Practice and Administrative Assistants to broaden knowledge and improve skills needed to meet attorney needs.
•    Provides supplemental support to the professionals, attorneys, and managers of the Administrative Department.
•    Act as a resource regarding all types of administrative support, fields questions from Administrative Department professionals, attorneys, and others throughout the firm.
•    Proofs and prepares documents for final drafts.
•    Completes redlining accurately and in a timely way.
•    Copies, scans, faxes, uploads and emails documents.
•    Sends, tracks, and manages document projects in conjunction with Word Processing Center, Service Center and outside vendors.
•    Arranges couriers, shipments and tracks status and delivery.
•    Interacts and liaises with attorneys and staff regarding support needs, current projects and additional support.
•    Participates in special projects as assigned.
•    Completes other tasks as assigned.
•    Keeps the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm.
 
Litigation Assistance
•    Engages with attorney service companies relating to delivering litigation materials to courts and counsel, including service of process documents and subpoenas.
•    Distributes service and courtesy copies, when necessary.
•    Communicates directly with court/administrative offices to confirm rules and procedures.
•    Reviews basic documents to ensure compliance with applicable rules.
•    Assists with and delivers litigation training programs for attorneys, paralegals, secretaries, Administrative Department staff, and other users of Administrative Department resources.
 

Administrative Assistance
•    Processes expense reports.
•    Coordinates payment of invoices, charge vendor invoices to client/matter when appropriate.
•    Arranges for meeting room, confirms additional resources ordered and set up, coordinates outside guest needs.
•    Completes client intake forms.
•    Calculates and completes time entry, researches and assigns task codes, conforms time entry in accordance with client guidelines, makes corrections and submits final time.
•    Coordinates with Travel Department on travel options, confirms reservations, and coordinates changes.

COMPETENCIES
Teamwork and Cooperation    
Treats others with respect; works well with others; asks for help when necessary; willing to share credit; avoids pointing fingers or assigning blame; volunteers to help others when available to do so; empathetic to others.
Communication    
Communicates clearly and appropriately with adequate frequency and tools; understands the need for regular, timely and high-quality communication; listens actively and asks appropriate questions; understands the message.
Flexibility    
Adapts to changing conditions; willing to do something new/different; open to change; accepting of differences.
Problem Solving    
Seeks solutions to problems; proposes creative and effective solutions to problems; examines underlying cause of problems when seeking a solution.
Attorney Focus    
Desires to help or serve attorneys to meet their needs; responsive and available when needed; proactively anticipates needs and expectations and acts accordingly to support the success of assigned Attorney(s).
Client Focus    
Desires to help or serve clients to meet their needs in a professional and timely way; proactively works to understand client needs thoroughly; protects confidential client information appropriately.
Self-Development    
Uses constructive feedback to improve; learns from mistakes; shows eagerness and capacity to learn; attends available training; shows interest in improving self; proactively looks for opportunities to gain experience in a range of responsibilities.
Organization and Time Management    
Orderly in approach to work; able to plan and execute work effectively and accurately; tracks and follows through on requests; maintains a well-organized and clean work area; prioritizes and understands urgency; able to be punctual and prepared; manages multiple tasks simultaneously.
Composure    
Understands what triggers emotions and uses that knowledge to maintain a professional presence.
Integrity    
Deals with ethical issues appropriately.  Acts in a way that is consistent with Firm values.
 

TOOLS

• Online litigation platforms (CM/ECF and third-party vendors)

• Electronic Fax Program

• Multi-Function Device (Printer, Scanner, Copier)

• Microsoft Office – Word, Excel, PowerPoint, Outlook

• Adobe Acrobat Suite

• Litera Compare Word, Excel, PowerPoint

• Best Authority

• DocXtools

• DocXtools Advanced

• Other Software as required
   

MINIMUM JOB QUALIFICATIONS

• Minimum five years of experience directly support litigation attorneys in a law firm.

• Thorough knowledge of litigation procedures.

• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.

• High level of attention to detail and commitment to producing high-quality work.

• Availability to work overtime.

• Ability to research rules and procedures.

• Ability to work independently in a fast-paced environment with consistent high level of accuracy.

• Knowledge of PACER, Court Alert and other electronic court databases a plus.

• Available for overtime.

• Strong analytical and problem-solving skills.  

• Ability to organize and prioritize multiple assignments, using judgment and initiative to accomplish results. 

• Produce accurate work while meeting time-sensitive deadlines.

• Strong communication, interpersonal skills, teamwork, attention to detail and customer service skills.  

• Ability to interact effectively and professionally with all levels of management, staff and a variety of external entities including clients and prospective clients of the Firm.
   

PHYSICAL DEMANDS
Standing, moving about, walking, sitting at a desk, bending, reaching, lifting up to 15 lbs., writing, typing, and computer use.

WORKING CONDITIONS
Quiet office environment in a high-rise building, seated the majority of the time.

DIRECT REPORTS
None

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About Munger, Tolles & Olson

Munger, Tolles & Olson has been consistently ranked on The American Lawyer’s A-List since its inception in 2004, including nine years in the top spot. We strive to hire only the most qualified and creative lawyers. We believe that clerkships provide valuable experience. In this regard, about 80% of our attorneys 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.

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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.

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Munger, Tolles & Olson LLP (MTO) does not accept unsolicited resumes from 3rd parties or agencies.  Any unsolicited resumes and profiles received from 3rd parties or agencies will be considered property of MTO and no fees will be due or paid.  If you wish to become an approved Agency with MTO, please contact a member of the MTO Talent Acquisition Team.