The Opportunity
We are seeking a Support Administrative Specialist (Document Specialist) to join our Firm in our Los Angeles office. This position provides comprehensive support in all aspects of document preparation, review and processing while ensuring accuracy and adherence to Firm standards. Demonstrates strong technical expertise, attention to detail, and flexibility to manage multiple tasks under tight deadlines while also facilitating workflow and task coordination. Works independently with a high level of initiative, proficiency in legal document applications and exceptional verbal and written communication skills. Assists with tasks across multiple support departments as needed.
The hybrid work schedule is Saturday through Wednesday, with weekend hours from 9:00 a.m. to 5:00 p.m. and Monday through Wednesday 1:00 p.m. to 9:00 p.m., with the ability to work overtime as needed.
- Handles varied, complex projects and administrative requests with limited supervision, often while under time critical deadlines.
- Responds to attorney requests for assistance in all aspects of document preparation, review and processing, communicating directly with attorneys and business services professionals.
- Utilizes document processing software to create, edit, revise, format and print a wide range of document types.
- Converts documents from one application to another.
- Organizes and manages electronic files.
- Creates closing binders that contain hyperlinked indexes and bookmarking PDF's.
- Proofreads and redlines documents to department standards; reads documents for typos and sense, checks cross references and usage of defined terms, and makes use of specialized utilities in Word to facilitate those tasks.
- Prints cases, compiles document binders, creates indexes, creates tables of contents and tables of authorities.
- Monitors and responds to departmental mailbox and phones according to established procedures.
- Writes clear instructions when delegating or receiving assignments to or from attorneys, paralegals or other business services professionals.
- Demonstrates knowledge of emergency preparedness and location of emergency resources/supplies, and acts as a lead in emergency situations in the off-hours.
- Acts as a lead on projects/tasks, sharing details and coordinating support from other departments and supervisors as needed.
- Provides support and troubleshooting assistance regarding document/application specific issues.
- Provides support to other support departments as needed.
- Assists, advises and trains other staff members as needed.
- Performs standard responsibilities when needed, including printing, scanning, reprographics, quality control, faxing and hand-delivering packages.
- Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
- Coordinates work between other offices using internal collaboration and task management platforms.
- Manages Firm resources responsibly.
- Complies with and understands Firm operation, policies and procedures.
- Performs other related duties as assigned.
Qualifications
- Knowledge of Firm operation, policies and procedures
- Advanced knowledge of Microsoft Office applications, including Word, Excel, PowerPoint with the ability to learn new software and operating systems
- Demonstrates effective interpersonal and communication skills, both verbally and in writing
- Demonstrates close attention to detail
- Ability to handle multiple projects and shifting priorities
- Ability to handle sensitive matters and maintain confidentiality
- Ability to organize and prioritize work
- Ability to work well in demanding and fast-paced environment
- Ability to work well independently as well as effectively within a team
- Thorough understanding of the structure and functionality of databases
- Strong organizational skills and ability to prioritize multiple tasks/projects and coordinate workflow
- Ability to interact with client contacts, attorneys, paralegals, vendors, and other business services professionals
- Flexibility to adjust hours and work the hours necessary to meet operating and business needs, including weekends.
Education And Experience:
- High School diploma
- Five years’ experience working on complex documents using the MS Office applications, advanced administrative/executive support and proofreading in a law firm or professional services firm
