Legal Executive Assistant III

$95,000 - $105,000/Yr

Steptoe - Los Angeles, CA

posted 2 months ago

Full-time - Entry Level
Los Angeles, CA
Professional, Scientific, and Technical Services

About the position

Steptoe LLP, a prestigious Am Law 100 firm based in Washington, DC, is seeking a highly skilled Legal Executive Assistant III to provide complex and specialized legal executive assistance and clerical support to the attorneys to whom they are assigned. This role is critical in ensuring the smooth operation of legal processes and requires a proactive individual who can manage multiple tasks efficiently while maintaining a high level of professionalism and attention to detail. The Legal Executive Assistant III will be responsible for a variety of document preparation tasks, including creating legal documents and reports using Microsoft Suite, e-filing in state and federal courts, and proofreading and assembling materials as required. The assistant will also coordinate document production with other secretaries and paralegals, organize documents in iManage and other firm platforms, and manage the scheduling of court reporters and interpreter services. A strong knowledge of California court systems and the ability to search court websites for local rules is essential for this position. In addition to document preparation, the role involves significant correspondence responsibilities. The assistant will originate and type engagement letters, correspondence, and memoranda, as well as prepare email communications on behalf of the attorneys. Building strong relationships with colleagues across firm offices is crucial for effective collaboration. The Legal Executive Assistant III will also handle time and billing tasks, including inputting and editing records of attorneys' billable time, assisting with invoice submissions, and managing daily input of working hours. Other essential functions include scheduling appointments and meetings, managing attorney calendars, creating New Business Intake forms, coordinating travel arrangements, and processing expense reports. The assistant may also provide overflow assistance and execute non-essential duties as assigned. This position requires a high school diploma or equivalent and a minimum of 10 years of legal secretarial experience. The ideal candidate will be proficient in Microsoft Suite, possess excellent attention to detail, and have the ability to manage multiple tasks under tight deadlines. Strong communication skills, a friendly demeanor, and the ability to work as part of a team are essential for success in this role.

Responsibilities

  • Create a variety of legal documents and reports required by the attorneys using Microsoft Suite.
  • E-file documents in state and federal courts using ECF and various e-filing platforms.
  • Proofread, photocopy, assemble, and distribute prepared materials as required.
  • Prepare court documents for filing and arrange for messenger or courier services as needed.
  • Coordinate document production with other secretaries and paralegals.
  • Organize documents in iManage and other firm platforms.
  • Schedule court reporter and interpreter services and reserve conference rooms as needed.
  • Originate and type engagement letters, correspondence, and memoranda for attorneys.
  • Prepare email correspondence on behalf of attorneys to clients and internal staff.
  • Input and edit records of attorneys' billable time into the billing system.
  • Assist with printing, editing, and submitting invoices through Paperless Proforma.
  • Schedule appointments, internal/external meetings, depositions, and arbitrations.
  • Manage attorney calendars, scheduling all appointments and deadlines.
  • Create New Business Intake forms through Intapp as directed by attorneys.
  • Coordinate with the Records department to create and maintain client files.
  • Coordinate travel arrangements through various platforms including flights and hotels.
  • Process and submit expense reports.
  • Provide overflow assistance as needed.

Requirements

  • High school diploma or equivalent.
  • 10 years of legal secretarial experience.
  • Proficient in Microsoft Suite and current on all relevant software.
  • Excellent attention to detail and ability to manage multiple tasks.
  • Ability to exercise discretion and independent judgment.
  • Excellent communication skills and a friendly demeanor.
  • Strong analytical and research skills.
  • Strong professional customer service skills.
  • Highly motivated and organized to complete daily assignments.
  • Ability to learn new software and procedures quickly.

Benefits

  • Medical insurance
  • Dental insurance
  • Vision insurance
  • Life insurance
  • Disability insurance
  • Dependent care assistance
  • Health care flexible spending accounts
  • 401K Plan
  • Profit-Sharing
  • Paid Time-Off
  • Robust Wellness Program
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