Administrative Assistant

The Century City, California office of a global law firm is looking for an Administrative Assistant to support the Managing Partner. They've had great success in the past with candidates who are productions assistants (or in a similar role) in the entertainment industry. This person will be providing general administrative support including, but not limited to: telephone coverage; onsite, virtual and hybrid meeting scheduling; travel arrangements; expense report management, document production; etc. A large portion of time will be spent using Outlook to schedule complex work-related activities. This is an in-office position (not hybrid - unless the principal is traveling and then you can work from home) and needs someone with a 24/7 mentality. It's a beautiful, new office, with top-notch catering for breakfast and lunch (from Erewon), and an on-site masseuse two days/week.

Responsibilities:

• Coordinates day-to-day operations of the assigned Partner/s and Associate/s practice using initiative and sound independent judgment
• Coordinates and books complex (and frequently changing) travel for Managing Partner
• Screens telephone calls, mail and visitors, maintaining electronic notes, inquires, and status of communications
• Works together with the principal's Executive Assistant in NY and Personal Assistant in CA to privide seemless support
• Prepares original letters, memos and other correspondence
• Schedules complex work-related activities
• Facilitates expense reports and bill processing
• Establishes and maintains files and records
• Collaborates with firm Billing Department and clients on the management of billing matters
• Responsible for screening correspondence and maintaining confidential files
• Assists in the preparation of monthly client billing using Matter Analysis Sheets or as otherwise instructed

Required Skills:

• Bachelor’s Degree required
• Two to five years of prior work experience as a personal, administrative or production assistant supporting a high-level professional in a law firm, financial services, or creative agency setting
• Experience maintaining schedules and calendars including facilitating all on-site, virtual and hybrid meetings
• Advanced working knowledge of Microsoft Office (i.e. Word, Excel, Power Point)
• Proactive, energetic and hardworking team player
• Must be able to handle multiple projects in a fast-paced environment
• Self-motivated and proactive support