Law Firm Administrative Assistant

At our firm, the Administrative Assistant acts as a strategic partner in managing our overall
client experience. This role provides effective administrative support to the  staff and ensures a well-functioning office that is equipped to deliver a five star client experience. It is vital that the Administrative Assistant become highly knowledgeable about our service offerings so they can act as our firm’s ambassador and ask appropriate questions to determine how best to serve the client and direct them to the appropriate colleague. A
Paralegal certificate or previous training in this area would help greatly. If you are not a
Notary already, we will arrange for you to become one. This role is critical to the success of
the firm with the ideal candidate being very organized, forward thinking and a problem solver.
 
What you’ll do:
As part of your strategic partnership with your colleagues at the firm, you will deliver a five
star client experience.

•  Act as the firm’s ambassador and manage the overall client experience from first
• impressions throughout entire engagement
•  Communicate effectively and provide necessary information and forms to clients and
• staff (e.g., Client Questionnaires (CQ), appointment information, etc.)
•  Manage calendar in a fast-paced environment, communicate any schedule changes
• appropriately, anticipate needs and prioritize workflow accordingly
•  Responsible for managing the matters
•  Prepare for client appointments by setting up electronic client folders with necessary forms and documents
•  Provide effective administrative support several attorneys and paralegals throughout client engagement (e.g., client communication, scanning client files, database management, etc.)
• Maintain a welcoming lobby, anticipate and greet clients upon arrival, assist paralegal in conducting signing appointment as a witness or notarize documents
• General office administration for the entire Pasadena office (e.g., process mail, take mail to Post office and UPS daily, scan documents, order inventory, etc.)
• Ensure a well-functioning office that is equipped to deliver a five star client experience

 
About you:

• 2+ years of directly relevant work experience
•  College degree or equivalent experience
•  Knowledge of LLCs
•  Highly preferred but not required: Paralegal certificate and/or training
•  Notary or willingness to become a notary
•  Strong computer experience (MS Office Suite etc.)
•  Excellent communication skills (written and verbal) 
•  Exceptional time management skills (prioritize multiple responsibilities, problem solve, provide accurate and timely work)
•  Unwavering commitment to teamwork and delivering a five star client experience
•  Strong technology skills and used to using 2-3 monitors