Irvine CA
Administrative

Administrative Assistant

CM Legal

Administrative Assistant

SUMMARY:     
This position consists of coordination and execution of activities supporting the daily operations of the Orange office.  While many of the responsibilities are recurring in nature, there will be requests from all areas of the office and firm as needed.

DUTIES AND RESPONSIBILITIES:

  1. Function as the “Face of the Firm” for clients and guests arriving at the Orange County office.  This includes coordination of meetings, rooms or offices, catering and any technology needs.

  2. Order and maintain office/building access cards with building and internal security system.

  3. Maintain parking validation logs, order parking validations when needed and coordinate employee parking requests with office parking company.

  4. Direct and coordinate maintenance requests for the physical office including furniture and equipment.

  5. Serve as a secondary resource to the IT Department for technology set-ups in the office.

  6. Work with the Managing Shareholder, Office Administrator and Office Service Manager to plan and execute both internal and external events.

  7. Coordinate and work with Office Services to assist the Orange County employees with office support requests as needed.

  8. Support the MCLE Coordinator by tracking attendance at MCLE events as needed.

  9. Process monthly vendor invoices and client charge logs for the Orange County office.

  10. Coordinate physical set-up of offices/work areas for new hires.

  11. Assisst with ordering of office supplies.

  12. Coordinate arrangements for attorneys visiting the Orange County office.

  13. Reliable and predictable attendance and the ability to get along with others are essential to this position.

JOB SCOPE:
Performs a variety of duties independently, with minimal supervision, determining own practices and procedures within firm guidelines. Job involves a moderate degree of complexity and requires judgement and attention to detail.
SUPERVISORY RESPONSIBILITY:
This position is non-supervisory in nature.
INTERPERSONAL CONTACTS:
Contacts are made with both internal and external customers. Internal contacts generally include the Orange County office, however, contact is also made with office personnel from other departments, as needed. Interactions tend to focus on information exchange or receiving direction and may involve confidential or sensitive matters.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

  • Ability to learn quickly

  • Ability to work independently but in coordination with other Firm personnel

  • Moderate knowledge of Word and Excel and ability to learn other software programs applicable to job

  • Ability to use technology necessary to access Firm records and use software

  • Ability to perform limited secretarial tasks (i.e., preparation of overnight mail packages, filing, data input)

  • Ability to maintain confidentiality of client and employee information

  • Excellent judgment and common sense

  • Ability to prioritize tasks, jump from task to task when needed (shift priorities), and juggle multiple demands.

  • Excellent organizational skills and the ability to follow through on projects assigned

EDUCATION/EXPERIENCE:

  • High school education or equivalent required, some higher education preferred

  • Six months to one year experience in law office

WORKING CONDITIONS:
Normal office working conditions

Salary range: $50-52k

  • Max. file size: 300 MB.

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