Administrative Specialist

Los Angeles CA

Description

Title of Position: Administrative SpecialistPosition Type: Full Time, Non-ExemptLocation: Los Angeles - Hybrid or RemoteBeacon Hill is working with a great law firm on an Administrative Specialist opening. The Administrative Specialist performs a variety of administrative tasks to support legal secretaries, attorneys and other administrative teams or staff. Those that are selected for next steps in our process will be contacted by a recruiter. We look forward to hearing from you!mJOB FUNCTIONSAdministrative AssistanceOrganizeOrganizes work materialsProcess Expense ReportsRequests and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneysCoordinate Payment of InvoicesArranges for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriatePhotocopy and Handle DocumentsCopies, scans, faxes, files, edits, uploads/downloads and emails documentsManage Large Document ProjectsSends, tracks and manages document projects handled by the Word Processing Center, Service Center and outside vendorsHandle shipping and couriersArranges couriers, create shipping labels, shipments and track status and deliveryProofreadProofs and prepares documents for final draftsTranscribeTranscribes from audio or video files, handwritten materials and dictationOther Support FunctionsCommunications Support [all tasks are done on behalf of assigned attorneys]Manage MailOpens, sorts, prioritizes and distributes mailPhonesBackup for phone supportPrepare for MeetingsBackup for reserving room setup, A/V setup and RSVP of attendeesCalendar managementSchedules/reschedules calendar items based on incoming requestsClient SupportSupport Business DevelopmentMonitors client news and coordinate competitive intelligence information with the LibraryTime Entry and BillingResearch Client/Matter StatisticsResponds to client billing inquiries and requests for informationTravel ManagementManage ReservationsCoordinates with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changesPrepare for TripCheck-in, print necessary documents, coordinate destination information/arrangementsNotify of ChangesSets flight notifications, track and communicate delays/changesFile ManagementManage Electronic FilesScans documents into FileSiteManage Records RetentionIndexes 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 clipsLitigation Assistance - Case SupportCoordinate Outside ServicesSchedules, communicates and coordinates court reporting services, videographers, process servers and attorney services, provides court filing assistance to secretariesManage Court AdmissionsCoordinates and maintain admission to necessary courtsTransactional AssistanceResearchPulls public documents and regulatory filings using WestLaw, EDGAR, Redline, and internet researchNew Business IntakeFinancial Security department assistanceAssists in creation of new matters, in addition to updates to audit and close-out lettersGeneralMaintain ConfidentialityKeeps the highest level of confidentiality of all firm and client information, records and files, both within and outside of the FirmParticipate in ProjectsParticipates in special projects as assignedComplete other duties as assignedCompletes other tasks as assignedElectronic Fax ProgramMulti-Function Device (Printer, Scanner, Copier)Conference Room and Resource Scheduling SoftwareTime Entry/Billing Software (iTimekeep/3E)Expense Reporting Software (Chrome River)Microsoft Office - Word, Excel, PowerPoint, OutlookAdobe Acrobat SuiteOther Software as requiredMINIMUM JOB QUALIFICATIONSA high school diploma is required. A college degree or administrative assistant experience is preferred. 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. Working knowledge of time tracking/billing applications preferred.Solid knowledge of processes, procedures and technologies required by the administrative assistant profession and the Firm's practice areas/groups.PHYSICAL DEMANDSStanding, moving about, walking, sitting at a desk, bending, reaching, lifting up to 15 lbs., writing, typing, and computer useWORKING CONDITIONSQuiet office environment in a high-rise building, seated the majority of the timeDIRECT REPORTSNoneBenefitsMedical, Dental, Vision, Flexible Spending, HSA, 401kVariety of provided and voluntary benefits like life insurance, long-term care insurance and critical illness insuranceEmployee Assistance ProgramBack-up Child Care BenefitPaid HolidaysTransportation AllowanceFrequent celebrations, events and gatheringsHealth and Wellness classesCompetitive compensation programsGenerous leaves of absence policyBeacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.Company Profile:Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting.We look forward to working with you.Beacon Hill. Employing the Future (TM)