Legal Secretary Job at Manatt, Phelps & Phillips, LLP in Los Angeles

Overview

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Department: Administration

Offices: Los Angeles

With 11 offices across the United States, 450+ professionals and 350+ staff professionals, Manatt, Phelps & Phillips LLP is a multidisciplinary, integrated national professional services firm known for quality and an extraordinary commitment to clients. The firm’s groundbreaking approach—bringing together legal services, advocacy and business strategy—differentiates Manatt from its competitors and positions the firm to provide a unique and compelling value proposition.

We currently have a great opportunity for a Legal Secretary to join our nationally prominent and growing professional services firm, supporting a team of lawyers that includes senior equity partners. This role involves performing administrative functions in support of lawyers who work on projects related to real estate and finance transactional matters.

Responsibilities

• Extensive calendar management and scheduling of meetings, conference calls, travel arrangements, and events.
• Overseeing entry and coding of time.
• Coordinating, assembling executed agreements, and communicating with clients and third parties to help facilitate signings and closings.
• Organizing and maintaining documents and deal files; knowledge of document management software.
• Communicating with clients and third parties on behalf of the lawyer team.
• Serving as point person for client logistical needs, including monthly billing questions and accrual reports.
• Preparing and formatting documents in Word.
• Management and tracking of expense reimbursements.
• Providing back-up support to administrative assistants when needed.
• Reviewing and verifying invoices for accuracy, ensuring all information is correct and ready to be sent to clients. Collaborating with the billing team to handle any revisions in a timely manner.
• Ad hoc projects and other duties as needed.

Qualifications

• 3-5 years of previous experience supporting multiple professionals, including the ability to keep team members on track with processes, policies, and deadlines in a fast-paced environment.
• Reliable, friendly, and positive can-do attitude is essential.
• 2 years of previous real estate experience preferred.
• Strong multi-tasking skills and the ability to prioritize activities and work under pressure to meet client deadline expectations in a fast-paced environment.
• Independent thinker who is pro-active, a problem solver, and capable of asking questions to complete tasks efficiently and accurately.
• Extensive contact with others (including clients), requiring discretion and a consistently professional and courteous demeanor.
• Strong writing and research skills.
• Exceptional organizational skills and strong attention to detail.
• Self-motivated with initiative and ownership of work; works well as part of a team.
• Strong Outlook, Word, PowerPoint and Excel skills; comfortable learning new software. Experience with legal billing software is a plus.
• Bachelor’s degree highly preferred.

The base annual pay range for this role is between $68,000-$78,000. The base pay to be offered will vary and depend on skills and qualifications, experience, location and will also take into account internal equity. A full range of medical, financial and/or other benefits dependent on the position will also be offered.

EEO/AA EMPLOYER/Veterans/Disabled

Manatt is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, physical or mental disability, religion, creed, national origin, citizenship status, ancestry, sex or gender (including gender identity, gender expression, status as a transgender or transsexual individual, pregnancy, childbirth, or related medical conditions), age (over 40), genetic information, past, current, or prospective service in the uniformed services, sexual orientation, political activity or affiliation, or other protected classes as defined by law. Applicants may request accommodations needed to participate in the application process.

This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization.

Important: If the Government cannot confirm that you are authorized to work, this employer is required to provide you written instructions and an opportunity to contact SSA and/or DHS before taking adverse action, including terminating your employment.

Employers may not use E-Verify to pre-screen job applicants or to re-verify current employees and may not limit or influence the documents presented for Form I-9. To determine validity of Form I-9 documentation, this employer uses E-Verify’s photo screening tool. If you believe there has been a violation, please call the Office of Special Counsel at 1-800-255-7688.

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