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Legal Administrative Assistant -(Transactional) - Los Angeles, CA

Los Angeless, CA · Legal
Legal Administrative Assistant (Transactional)- Los Angeles, CA
A top-rated law firm currently has a non-exempt position available in their Los Angeles office for a full-time Legal Administrative Assistant  with a minimum of three (3) years prior legal experience required; three to five (3-5) years preferred.  Prior experience with transactional, corporate, and other legal documents preferred.  Qualified applicants will possess a high school degree or equivalent.  Associate Degree or higher preferred.  The person selected for this position must be able to work in a fast-paced environment. This position is eligible for a hybrid-remote work schedule beginning January 2022.
  • Provides administrative support to assigned attorneys, including calendaring, drafting and editing standard legal correspondence, and other documents. 
  • Proofreads client documents and other legal documents, as requested. 
  • Reviews WIP and prebills, prepares client billing, and processes third party invoices.
  • Inputs time entry and ensures it is released in a timely manner.
  • Communicates with clients directly to coordinate meetings, transmits documents and handles follow-up communication.
  • Initiates file opening and reviews issues related to conflict of interest reports, opens new clients and/or matters, reviews engagement letters and other materials to determine necessary template files and maintains all client and general files.  
  • Sets up and maintains files and records.  Conducts periodic review for possible storage of older files; prepares files to be closed.  Responsible for filing final executed closing documents electronically and correspondence.
  • Prepares and submits expense reports through Chrome River.
  • Prepares and submits closing binders to clients upon closing of transactional matters.
  • Works closely with administrative support staff (word processing, receptionist, service center, business office, etc.).
  • Coordinates travel arrangements.  Updates attorneys concerning mail and phone messages while traveling. 
  • Researches and obtains a wide variety of information or documents requested by attorneys and/or paralegals. 
  • Manages attorney contact and client lists.
  • Prepares and reviews signature packets, binders and other informational documents for attorneys.
  • Assists attorneys with CLE compliance, including submitting CLE certificates and notifying attorneys of upcoming CLE opportunities.
  • Monitors attorney inbox.
  • Provides overflow support in the form of typing, filing, photocopying or other legal administrative duties as time permits and as required. 
  • Ability to draft and edit legal documents, correspondence and reports from rough draft at ability of seventy (70) wpm preferred. 
  • Proficient in Microsoft Office (Outlook, Word, Excel), and other software, including file management, redline comparison, and PDF editing programs, in a legal environment.
  • Must possess a high level of professionalism and interpersonal skills so as to be able to work well with employees at all levels within the organization and maintain all information in the strictest of confidence.  Required to use tact and diplomacy when dealing with others.
  • Must have ability to read, write and communicate fluent English; ability to compose documents in the appropriate business style using correct grammar and spelling; ability to communicate clearly using proper grammar and diction over the telephone.
  • Must possess attention to detail, ability to balance multiple projects and have strong time management skills.
  • Must have ability to reason and apply common-sense understanding to situations encountered.
  • Ability to process routine daily functions while being able to resolve sensitive issues and complex assignments utilizing above average critical thinking skills.
  • Ability to work overtime as needed.
  • This is a full-time position which requires working in the office a minimum of 37.5 hours on a regular basis.  Oftentimes, it may also require working outside of normal business hours to ensure completion of position requirements.
To Apply: Please email your resume to: cfleck@chelsearecruiters.com
Craig Fleck
Vice President
Chelsea Search Group
4376 Pacifica Way Suite 3
Oceanside, CA 92056
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