A distinguished law firm is seeking a proactive and self-motivated Operations Legal Specialist to manage administrative and office operations with minimal supervision. This position involves collaborating across departments to ensure seamless coordination of office functions, facilities management, and conference services.
Key Responsibilities:
Administrative Support:
Perform general administrative duties, including scheduling, travel arrangements, expense reports, time entry, and file management (physical and electronic).
Support attorneys and staff with document preparation, proofreading, and using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Serve as the first point of contact for calls and inquiries, ensuring messages and information are handled appropriately.
Provide backup coverage for other assistants as needed.
Facilities Management:
Coordinate interoffice moves, including physical relocation of items and workspace preparation for personnel transitions.
Manage supply inventory, distribution, and invoicing, including copy paper and office essentials.
Oversee building maintenance requests, track security cards, and maintain databases for assets and access systems.
Support fire and life safety tasks, including first aid training, stocking supplies, and maintaining emergency equipment.
Conference & Office Services:
Prepare and manage audio-visual equipment and technology for meetings and conferences, including video conferencing setup.
Provide support for document reproduction and mailroom functions, including USPS, courier services, and bulk shipments.
Ensure the reception area, meeting rooms, and coffee bar are maintained to high standards.
Qualifications:
Education: High School Diploma or equivalent required.
Experience: Minimum of three years in an office setting, legal secretarial experience preferred.
Skills:
Proficiency in Microsoft Word and Outlook required; Excel and PowerPoint preferred.
Familiarity with document management systems and general office technology.
Strong organizational skills, attention to detail, and ability to multitask under strict deadlines.
Attributes:
Excellent customer service, communication, and problem-solving skills.
Ability to adapt to changing priorities and demands.
Professional demeanor with a collaborative and positive attitude.
Additional Requirements:
Ability to stand, walk, and occasionally lift or move office items and furniture.
Flexibility to work overtime, including weekends, as needed.
Must commute to Downtown LA; relocation to Century City in Spring 2025.
Why Join Us?
This role provides an opportunity to contribute meaningfully to a dynamic, team-oriented environment in a leading law firm. You'll gain exposure to various aspects of office operations while collaborating with top legal professionals.
Apply today to be part of our professional and supportive team!