Administrative Specialist

Munger, Tolles & Olson LLP is a prestigious law firm known for its commitment to excellence and service. They are seeking an Administrative Specialist to perform a variety of administrative tasks to support legal secretaries, attorneys, and other administrative teams, while providing high-level customer service and maintaining confidentiality of firm and client information. Responsibilities Organizes work materials Requests and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneys Arranges for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriate Sends, tracks and manages document projects handled by the Word Processing Center, Service Center and outside vendors Arranges couriers, create shipping labels, shipments and track status and delivery Proofs and prepares documents for final drafts Transcribes from audio or video files, handwritten materials and dictation Opens, sorts, prioritizes and distributes mail Backup for phone support Backup for reserving room setup, A/V setup and RSVP of attendees Schedules/reschedules calendar items based on incoming requests Monitors client news and coordinate competitive intelligence information with the Library Responds to client billing inquiries and requests for information Coordinates with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changes Check-in, print necessary documents, coordinate destination information/arrangements Sets flight notifications, track and communicate delays/changes Scans documents into FileSite Indexes files for offsite storage, recalls boxes from offsite storage, cleans up unused/unneeded files, organizes files for optimal recall ability and storage efficiency, updates matter pleading clips Schedules, communicates and coordinates court reporting services, videographers, process servers and attorney services, provides court filing assistance to secretaries Coordinates and maintain admission to necessary courts Pulls public documents and regulatory filings using WestLaw, EDGAR, Redline, and internet research Assists in creation of new matters, in addition to updates to audit and close-out letters Other specific duties will be assigned depending on the department being supported Keeps the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm Participates in special projects as assigned Completes other tasks as assigned Produces work product with close attention to detail and reviews work as part of the team’s quality control process Self-initiates actions to identify problems before they occur and thorough due-diligence Updates team reference documents to maintain quality control Participates in training of new software for firm processes Skills A high school diploma is required Strong analytical and problem solving skills with attention to detail The ability to organize and prioritize multiple assignments, using judgment and initiative to accomplish results. Produce accurate work while meeting time-sensitive deadlines Strong communication, interpersonal skills, teamwork and customer service skills Ability to interact effectively and professionally with all levels of management, staff and a variety of external entities including clients and prospective clients of the Firm Excellent computer skills Solid knowledge of processes, procedures and technologies required by the administrative assistant profession and the Firm's practice areas/groups A college degree or administrative assistant experience is preferred Working knowledge of time tracking/billing applications preferred Benefits Competitive pay Benefits Company Overview Munger, Tolles & Olson is a 200-lawyer firm based in Los Angeles with a national practice representing clients in a broad range of complex and high-profile matters. It was founded in 1962, and is headquartered in Los Angeles, California, USA, with a workforce of 201-500 employees. Its website is