Senior Administrative Specialist

Description

Performs varied administrative duties for one or more managers and/or unit or department. While Senior Administrative Specialists perform some of same duties (handling phones, coordinating meetings, maintaining documents, etc.) as administrative assistants/associates, they spend more time on providing advanced operational support and assignments often require ingenuity, business knowledge and judgment. Responsibilities will include assisting with more complex data collection, budget administration, database management, as well as preparing both standard and ad hoc reports, spreadsheets, and presentations of varying complexity.

Responsibilities

• Meet all mandated deadlines on complex files, including daily document review and timely service of documents.
• Provide an advanced level of support on complex legal matters, meticulously preparing legal documents in strict adherence to established workflows and court rules.
• Coordinate attorney files for seamless access during trials, inform witnesses of scheduled court appearances, and perform miscellaneous duties with precision.
• Efficiently manage the attorney's calendar through Legal Files, including scheduling appointments, coordinating depositions, hearings and resolving conflicts with the attorney's approval.
• Demonstrate high proficiency in utilizing our legal technology systems, including document management, court e-filings, and electronic medical record programs.
• Foster proactive, professional and responsive relationships with assigned attorneys to ensure smooth day-to-day operations and file handling.
• Exemplify a high level of customer service, ensuring clients receive accurate and timely updates in accordance with office standards.
• Address select telephone inquiries with knowledge of case details.
• Execute additional duties as requested, such as trial preparation, witness and expert coordination, etc.

• Demonstrated ability to apply advanced administrative skills, business acumen and an in-depth knowledge of business operations to perform duties that are varied and complex at times
• Consistently demonstrates polished interpersonal, organizational and communication skills; independently resolves most issues and often serves as the go-to person for others in the unit
• Demonstrated ability to exercise judgment to manage competing priorities and work with minimal direction
• Advanced level of skill required in using software applications (MS Office)to design, format and edit both standard and complex documents for presentations and reports
• Typically requires a minimum 4 years of administrative experience, which may include successful completion of an administrative assistant certificate program

• California
• Los Angeles Incorporated
• Los Angeles Unincorporated
• Philadelphia
• San Francisco