Legal Assistant - Transactional

About Allen Matkins

Allen Matkins, a law firm with over 300 attorneys, was founded with deep roots in real estate and has leveraged that foundation to grow and build prominent litigation, corporate, tax, labor and employment, land use, and environmental practices allowing us to partner with clients across myriad industries and markets. For nearly 50 years, Allen Matkins has worked with clients drawn to us by our reputation for market-leading solutions, pragmatism, exemplary quality, approachability, and our unparalleled network of contacts and connections in business and government. Our firm’s success is driven by our commitment to hiring and developing top talent, ensuring a team that delivers exceptional work and service to our clients. We are guided by our core values: our people are our most important resource; we have a commitment to quality work, all the time; and we work as a team with each other and with our clients - we foster camaraderie.

About the Position

Under general supervision, the Legal Assistant performs secretarial tasks related to the specific work and function of assigned attorneys and other timekeepers. The Legal Assistant maintains a general knowledge of the Firm’s practice areas and a specialized knowledge of the assigned attorneys’ practice area(s) and clients. The Legal Assistant ensures client relations and satisfaction are attained in all areas of position. Responsibilities include, but are not limited to: i) coordinating heavy and complex day-to-day scheduling, logistics, and important administrative tasks; ii) managing and liaising client relationships for diverse practices; and iii) directing client billing and collection efforts. As an integral member of the assigned attorneys' teams, the Legal Assistant has the initiative and drive to proactively problem-solve and get things done in a fast-paced environment. If you are enthusiastic, reliable, entrepreneurial, humble, customer service oriented, and supportive, we want to talk to you.

Essential Duties and Responsibilities:

• Perform general administrative duties, including, but not limited to: correspondence, managing busy calendars, coordinating meetings and appointments, maintaining current client contact lists, preparing expense reports, entering time sheets, booking dining and travel arrangements
• Act as the primary point of contact for attorney practice management focused on practice support, client and business development, and proactive problem-solving efforts
• Provide professional client relationship management and high level client service
• Direct attorney billing and collection efforts and handle invoice correspondence as instructed; closely monitor AR reports
• Attend attorney meetings, generate meeting reports and action plans
• Organize and implement attorney roster contact activities
• Track attorney projects and matters, establish project schedules and be responsible for the progress and completion of matters
• Assist with occasional personal administrative tasks for attorneys, as requested
• Proactively anticipate attorney needs, identify competing priorities, and take initiative to ensure deadlines, commitments, and responsibilities are addressed timely
• Draft, edit, proofread and finalize practice-specific legal documents and redline comparisons
• Assist with various parts of closings, including, but not limited to: reviews, signature packets, signature pages, finalizing documents, organization, and distribution
• Prepare closing binders and indexes upon closing of transactions
• Prepare, file, and/or order corporate documentation
• Prepare and ensure client intake information follows conflict and engagement procedures
• Maintain attorney files
• Multi-task, manage and process desk work flow
• Ensure work is complete, accurate and timely
• Provide knowledge and procedural mentorship for new attorneys
• Utilize required software, including firmwide workflow program, BigHand
• Attend training sessions offered by the Firm as required or requested
• Professionally cross-collaborate on a daily basis with other Legal Assistants as well as other departments within the Firm to facilitate highest possible legal support
• Retain a notary commission and perform notarial acts for Firm business, as requested
• Act as a confidant for attorneys and connect them to Firm or other resources
• Act as a mentor for junior staff and new employees, as requested
• Provide peer support
• Other duties as assigned

Education and/or Experience:

High school diploma or equivalent; college degree strongly preferred. Minimum 3-5 years of law firm experience strongly preferred. Executive Assistant experience a plus.

Qualifications:

• Ability to handle various assignments simultaneously and prioritize changing tasks in a high-pressure environment while being responsive and meeting tight deadlines
• Demonstrate good judgment and the ability to maintain confidential information
• Must be self-motivated with the ability to follow work instructions accurately and perform the job with minimal supervision in a fast-paced environment
• Ability to work through complex document markups and instructions in an accurate and timely manner
• Ability to troubleshoot documents quickly
• Excellent interpersonal, verbal, written and grammar communication skills
• Strong commitment to producing quality results and fostering a culture of customer satisfaction
• Minimum typing speed of 70 wpm with high level of accuracy
• Strong proofreading, grammar, and word processing skills
• Strong technology skills and proven ability to learn new technology and software quickly
• Advanced proficiency in Adobe, MS Word, Excel, DocuSign, Aderant, and time entry software
• Must be proactive team player, flexible, organized and attentive to detail in all levels of work
• Positive, no-task-too-small attitude and willingness to adapt to changing business demands
• Ability to work core business hours with flexibility for overtime, as required
• Ability to interact effectively with clients, attorneys, staff and management

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EEO Statement
Allen Matkins is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, national or ethnic origin, ancestry, citizenship, age, marital status, medical condition, physical or mental disability, veteran status, all other characteristics prohibited by law, or gender identity and/or expression.

California Consumer Privacy Act

We will collect the personal information you provide in connection with this application as well as information included with any other document(s) you provide us. We may use this information to evaluate your application and consider you for employment with Allen Matkins. We may share this information with third parties for any of the following purposes: (i) to confirm the accuracy of the information provided; (ii) to conduct a background check; (iii) to confirm or evaluate potential conflicts of interest; and/or (iv) to check references. If you accept an offer with Allen Matkins, we may use this information to provide you with the benefits of your employment. Our employees' personal information is governed by our Privacy Policy, available at https://www.allenmatkins.com/disclaimers/privacy-policy.html.

Qualified Applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Compensation

Allen Matkins is an Equal Opportunity Employer and offers a competitive compensation & benefits package. The anticipated base salary range for this full-time role is $80,000.00 - $110,000.00 per year. Actual salary will depend upon a number of factors, including, but not limited to, relevant experience, job-related skills, qualifications, and location.

The base salary range displayed on the job posting reflects the estimated range for new hire salaries for the position. The actual offered base salary will be determined by work location and additional factors, including, but not limited to, relevant experience, job-related skills and qualifications. The pay range is subject to change at any time dependent on a variety of internal and external business factors.