Administrative Assistant

With eleven offices across the United States, 500+ professionals and 350+ business professionals, Manatt, Phelps & Phillips, LLP (www.manatt.com), is a multidisciplinary, integrated national professional services firm known for quality and an extraordinary commitment to clients. The Firm’s groundbreaking approach—bringing together legal services, advocacy and business strategy—differentiates Manatt from its competitors and positions the Firm to provide a distinct and compelling value proposition.

The Opportunity

Manatt, Phelps & Phillips, LLP currently has an exciting opportunity for an Administrative Assistant to join our nationally prominent and growing professional services firm. This role involves performing a wide range of administrative functions in support of Professionals across the Firm's legal and consulting practices. Responsibilities may include supporting professionals who advise clients on regulatory, government, corporate, litigation, health care, and other strategic business matters, as well as a variety of consulting engagements.

Key Responsibilities

• Extensive calendar management and scheduling of meetings, conference calls, travel arrangements and events.

• Oversee attorney time entry and coding to support accurate client billing and matter management.

• Review, verify, and coordinate client billing information, ensuring invoices are accurate prior to submission and resolving billing revisions with the finance team.

• Provide administrative support on special projects and collaborate with cross-functional teams to improve workflow processes and support business objectives.

• Reception duties, including greeting incoming visitors for client meetings, depositions and team meetings, hospitality and conference room scheduling assistance.

• Oversee meeting set ups and catering requirements.

• Preparing draft court documents, specifically complaints, answers, discovery, briefs, motions, motions for summary judgment, correspondence and memos.

• Organizing and maintaining  documents, and case files, knowledge of document management software.

• Prepare and format documents in Word

• Management and tracking of expense reimbursements.

• Provides back-up support to other administrative assistants and office as needed.

• Answer emails and phone calls, and when necessary, redirect calls.

• Ad hoc projects and duties as needed.

Qualifications

• Candidate should have 2-4 years of previous experience supporting multiple professionals, including ability to keep team members on track with processes, policies and deadlines in a fast paced environment.  Reliable, friendly and positive, can-do attitude is essential

• BA Degree highly preferred

• Must have strong multi-tasking skills and the ability to prioritize activities and work under pressure to meet client deadline expectations in a fast-paced environment 

• Candidate should be a creative and independent thinker, but confident asking questions in order to complete tasks efficiently

• This position will have extensive contact with others (including clients) requiring discretion and will need to maintain a professional and courteous when dealing with others

• Must have strong writing and research skills

• Must have exceptional organizational skills and strong attention to detail

• The successful candidate will be someone with strong initiative and who is self-motivated and interested in taking ownership of the work and loves working as part of a team

• Strong Outlook, Word, PowerPoint and Excel skills required. Must be comfortable learning new software programs which support the business operations of the practice.   Experience with legal billing software is also a plus

The base annual pay range for this role is between $69,000-$74,000. The base pay to be offered will vary and depend on skills and qualifications, experience, location and will also take into account internal equity.  A full range of medical, financial and/or other benefits dependent on the position will also be offered.

EEO/AA EMPLOYER/Veterans/Disabled

Manatt is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, physical or mental disability, religion, creed, national origin, citizenship status, ancestry, sex or gender (including gender identity, gender expression, status as a transgender or transsexual individual, pregnancy, childbirth, or related medical conditions), age (over 40), genetic information, past, current, or prospective service in the uniformed services, sexual orientation, political activity or affiliation, genetic or and any other protected classes or characteristic protected under applicable federal, state, or local law. Consistent with the American Disabilities Act, applicants may request accommodations needed to participate in the application process.

This employer will provide the Social Security Administration  (SSA) and, if necessary, the Department of Homeland Security  (DHS), with information from each new employee’s Form I-9 to confirm work authorization.

IMPORTANT: If the Government cannot confirm that you are authorized to work, this employer is required to provide you written instructions and an opportunity to contact SSA and/or DHS before taking  adverse action against you, including terminating your employment. 

Employers may not use E-Verify to pre-screen job applicants or  to re-verify current employees and may not limit or influence the  choice of documents presented for use on the Form I-9. In order to determine whether Form I-9 documentation is valid,  this employer uses E-Verify’s photo screening tool to match the photograph appearing on some permanent resident and employment authorization cards with the official U.S. Citizenship and Immigration Services’ (USCIS) photograph. If you believe that your employer has violated its responsibilities under this program or has discriminated against you during the verification process based upon your national origin or citizenship status, please call the Office of Special Counsel at 1-800-255-7688 (TDD: 1-800-237-2515).