Administrative Specialist at Munger, Tolles & Olson LLP in Los Angeles

Summary: Munger, Tolles & Olson LLP is a prestigious law firm seeking an Administrative Specialist to support legal secretaries, attorneys, and other administrative teams. The role involves performing various administrative tasks, providing personalized customer service, and maintaining a high volume of quality work to contribute to the firm's success. Responsibilities: - Organizes work materials - Requests and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneys - Arranges for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriate - Copies, scans, faxes, files, edits, uploads/downloads and emails documents - Sends, tracks and manages document projects handled by the Word Processing Center, Service Center and outside vendors - Arranges couriers, create shipping labels, shipments and track status and delivery - Proofs and prepares documents for final drafts - Transcribes from audio or video files, handwritten materials and dictation - Opens, sorts, prioritizes and distributes mail - Backup for phone support - Backup for reserving room setup, A/V setup and RSVP of attendees - Schedules/reschedules calendar items based on incoming requests - Monitors client news and coordinate competitive intelligence information with the Library - Responds to client billing inquiries and requests for information - Coordinates with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changes - Check-in, print necessary documents, coordinate destination information/arrangements - Sets flight notifications, track and communicate delays/changes - Scans documents into FileSite - Indexes files for offsite storage, recalls boxes from offsite storage, cleans up unused/unneeded files, organizes files for optimal recall ability and storage efficiency, updates matter pleading clips - Schedules, communicates and coordinates court reporting services, videographers, process servers and attorney services, provides court filing assistance to secretaries - Coordinates and maintain admission to necessary courts - Pulls public documents and regulatory filings using WestLaw, EDGAR, Redline, and internet research - Assists in creation of new matters, in addition to updates to audit and close-out letters - Other specific duties will be assigned depending on the department being supported - Keeps the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm - Participates in special projects as assigned - Completes other tasks as assigned - Produces work product with close attention to detail and reviews work as part of the team’s quality control process - Self-initiates actions to identify problems before they occur and thorough due-diligence - Updates team reference documents to maintain quality control - Participates in training of new software for firm processes Required Qualifications: - A high school diploma is required - Strong analytical and problem solving skills with attention to detail - The 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 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 - Excellent computer skills - Solid knowledge of processes, procedures and technologies required by the administrative assistant profession and the Firm's practice areas/groups Preferred Qualifications: - A college degree or administrative assistant experience is preferred - Working knowledge of time tracking/billing applications preferred Required Skills: Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Adobe Acrobat Suite, Electronic Fax Program, Multi-Function Device, Conference Room Scheduling Software, Time Entry/Billing Software, Expense Reporting Software, iTimekeep, 3E, Chrome River, Document Proofreading, Transcription, Expense Report Processing, Invoice Payment Coordination, Calendar Management, Travel Reservation Coordination, File Management, WestLaw, EDGAR, Redline Benefits: Full Time, Non-exempt, Hybrid Scheduled (work in the office for 1 - 3 days, as needed on a fixed schedule)