Careers

Role Overview:

We are seeking a highly motivated and detail-oriented Team Executive (Legal Secretary) to join our Los Angeles office. This role will provide a full spectrum of legal and administrative support to Attorneys, Counsel, and the Office Administrator while ensuring the seamless operation of day-to-day office functions. The ideal candidate will bring strong organizational skills, initiative, and the ability to thrive in a dynamic, fast-paced legal environment.

Core Responsibilities:

Legal Administrative Support:

• Draft, format, and proofread legal documents, delegating complex or lengthy documents to Document Specialists as needed.
• Provide comparisons and track changes in documents, file accordingly.
• Maintain and organize files within iManage, our document management system.
• Handle finance and billing-related tasks using 3E, including preparing reports and invoices and processing new vendor requests.
• Submit and track timekeeper expenses using Chrome River.
• Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters in InTapp- New Business Intake.
• Schedule domestic and foreign travel through firm travel system, including flights, hotels and/or car rentals, provide itineraries when necessary.
• Manage attorney Outlook calendars, resolving scheduling conflicts, and schedule new meetings via Teams/Zoom.
• Provide administrative back-up support to the New York and Austin offices via the US HUB.
• Submit requests in IT Help Desk regarding IT related requests.
• Conduct research or gather client intelligence for pitches, marketing, events, briefing packs, or client approaches.
• Handle special requests such as large mailings, print jobs, or other unique projects.
• Assist with client meetings and events and attend client events when needed to assist with welcoming and registration as required.
• Provide assistance with bar license renewals and other periodic membership renewals.
• Update and upload new client contacts in Interaction.
• Collaborate with other Ashurst offices and departments, domestically and internationally.

Operational:

• Support the Office Administrator with daily tasks and activities, and provide back-up in the OA's absence.
• Liaise with building management and submit work orders when needed.
• Provide assistance in weekly lunch orders and arrange catering, meeting facilities, and technology setup for on-site or virtual events.
• Serve as on-site support for client and firmwide events as needed.
• Maintain supply and food pantry inventory.
• Assist with onboarding new employees, including setting up IT hardware and software; troubleshoot and configure when needed.
• Facilitate service, mail, stationery, and other needs for the Los Angeles and Austin offices (virtual support).
• Respond to office and facilities-related employee requests, ensuring timely resolution.
• Organize and maintain files, implementing document retention policies as required.
• Other administrative and operational tasks as needed.

Knowledge, Skills and Abilities:

• Minimum 4-6 years of office services experience in a professional services environment, with law firm experience preferred.
• Associate's or Bachelor's degree preferred.
• Proficiency in Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint).
• Familiarity with iManage, Intapp Time, Chrome River, 3E, Teams/Zoom.
• Proven ability to learn and adapt to new software applications.
• Proactive problem-solving and project management skills.
• Ability to work independently, multi-task, and prioritize effectively in a fast-paced environment.
• Strong detail orientation, time management, and organizational skills.
• Excellent verbal and written communication skills.
• Collaborative and flexible team player with a focus on delivering high-quality support.

Where required by law, salary ranges are stated below. Additional compensation may include a discretionary bonus, overtime as applicable, health/welfare benefits, retirement contributions, paid holidays, and PTO. The range displayed is specifically for positions performed in those cities/states and may vary based on factors including but not limited to the following: local market data and ranges; an applicant's skills and prior relevant experience; and certain degrees, licensing, and certifications.

Los Angeles, CA - $76,000 - $107,550

This position offers a hybrid working schedule. A consistent and predictable on-site presence at least 4 days a week is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.

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