Administrative Support Assistant

Dykema Gossett PLLC, a leading national law firm, is recruiting for an experienced Administrative Support Assistant for our Los Angeles Office.  The core duties and responsibilities of this position revolve around supporting others and delivering exceptional customer service.  Under the supervision of the Office Manager, the Administrative Support Assistant is responsible for providing administrative support to meet the daily needs of the office. Responsibilities include reception, conference center and office services duties, helping to facilitate internal meetings and events, assisting attorneys and legal support personnel, and various other duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides overflow administrative support to assist attorneys and legal support personnel in providing quality legal services to clients; responsibilities may include: preparation of correspondence and legal documents from electronic drafts, handwritten notes, or electronic dictation; revising documents; filing; assisting with mass mailings; preparing materials for meetings; researching/locating information requested by attorneys such as pulling statutes and cases from citations, etc.


• Makes travel arrangements; maintains attorney calendars and schedules appointments; performs attorney time entry tasks.


• Processes visitor, vendor, and work order requests for maintenance. 


• Inputs invoices for payment utilizing accounting software.


• Following established procedures, completes new business intakes and assists with opening files for new matters.


• Processes invoices and other miscellaneous payments as required.


• Opens incoming mail not marked personal and confidential, as requested; maintains a mail log.


• Provides direct administrative assistant support to attorneys.


• Provides reception overflow coverage, greeting and directing visitors.


• Assists with coordination, set-up, food & beverage tasks, and break-down for meetings and office events. 


• Provides back-up support for Office Services including but not limited to processing incoming/outgoing mail, copy/print/scan requests, ordering supplies, etc.


• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• High school diploma or equivalent educational certificate required.


• Minimum of 2+ year(s) experience required in related field; prior law firm or professional services experience is a plus.


• Litigation experience preferred.


• Ability to utilize basic features of Microsoft Office Suite applications with moderate guidance and support; typing requirement of 55 wpm. 


• Effective communication skills, and excellent customer service skills required; ensures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.


• Ability to be flexible, work flexible hours when required, and respond quickly and calmly to urgent situations.


• Ability to work independently with some level of autonomy, taking initiative to ensure performance aligns with the successful operations of the office.


• Experience operating administrative office equipment (e.g., high-speed copier, scanner, fax machine).


• Ability to execute tasks in a client-centric manner and to work effectively and efficiently in a team setting and with a diverse group of people at all levels of the organization.


• Ability to take direction, receive and apply feedback, and communicate support needs.


• Ability to effectively follow procedures and manage competing priorities; demonstrate attention to detail, accuracy and excellent organizational skills.


• Occasionally working overtime, evening or weekend hours may be required.

WHY YOU SHOULD APPLY

Dykema offers an excellent salary and benefit package, including transportation assistance.  Dykema provides a professional, diverse, and collaborative workplace where all employees can thrive.  Dykema has achieved, and continues to participate in, Mansfield Certification.  Our work environment is business casual.  Salary range is $38,000 - $55,000 DOE.

EEO STATEMENT

It is the Firm’s policy to provide employment opportunities to qualified applicants and employees on an equal basis without regard to the individual’s age, race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, domestic partner relationship, physical characteristics, disability, or other protected characteristics under applicable federal, state or local laws or ordinances.

Dykema will make reasonable efforts to accommodate the known disabilities of employees who are otherwise qualified to perform the essential functions of the jobs involved. 

It is the responsibility of every individual concerned with personnel actions, including management, supervision, recruiting, compensation, benefits, promotions, work assignments and training, to ensure that these activities are administered consistent with the Firm’s goal of furthering the principle of equal employment opportunity.