Job Description
Job Title – Assistant Office Administrator Company Location – Westwood, CA Full Time, 100% On-site Salary Range; $90-110k Job Summary of the Litigation Secretary/ Practice Specialist position Integr8staff seeks an Assistant Office Administrator. He/she will have the ability to use discernment and good judgment in performing human resources and management functions, will fairly and consistently apply laws, regulations, policies, and procedures, will develop and maintain cooperative and collegial relationships with staff and attorneys, and exhibit unquestionable integrity and ethical behavior at all times.
Responsibilities of the Litigation Secretary/ Practice Specialist position Anticipate and respond to employee relations issues, including policy distribution and interpretation, counseling, and disciplinary issues.
Advise, counsel and demonstrate leadership skills with staffing issues
Advise managers on HR issues such as counseling employees.
Ensure policies are followed & employee issues are addressed in a timely & appropriate manner.
Screen, test, interview and make hiring recommendations for non-attorney staff positions.
Oversee onboarding and new hire orientation of staff and attorneys, including initial orientation, training and evaluation.
Conduct 90-day and annual reviews for Century City secretaries and clerks.
Coordinate performance evaluation process for department staff, admin support, paralegals and practice specialists.
Support in making recommendations for staff salary increases and bonuses.
Identify needs and coordinate ongoing training for secretaries, paralegals, clerks, and staff.
Work closely with secretarial coordinator and oversee daily staffing needs.
Supervise Secretarial staff, make reassignments, as necessary, based on needs, skills, workload, personalities, integration of trainee level support.
Conduct staff exit interviews.
Promote the client-service orientation of the office by assuring appropriate client service procedures are utilized by staff and recommending to the Office Administrator any changes in work procedures or other client service matters affecting the office
Review and regularly update the designated intranet page for the office
Cover for the Office Administrator during absences
Perform daily office walkthroughs, assessing any needs and informing the needs to Office Admin.
Plan and participate in office activities, and other events within the Century City office.
Communicate effectively and professionally with clients and all Firm personnel
Contribute to the overall success of the Firm by performing other duties as assigned by the OA.
Assist with and provide the initial draft proposed secretarial staff reassignments, as necessary, based on needs, skills, workloads, personalities, and integration of trainee level support.
Requirements of the Litigation Secretary/ Practice Specialist position 3 years previous experience working in a HR position
Bachelor's Degree Preferred
Human Resource Management or related field
Proficient with Outlook, Excel, Word, PowerPoint
CLM or SHRM CP and/or SCP preferred
Law firm experience preferred
Ability to read, respond timely/accurately to and organize a high volume of emails
Proficient with Outlook, Excel, Word, PowerPoint
Time management skills
Maintain a professional appearance and positive attitude
Willingness to cheerfully stretch beyond a managerial role to help wherever needed
Flexibility to work outside normal office hours when necessary
Strong organizational skills and the ability to be a self-starter
Ability to maintain strict confidentiality and communicate regularly with Office Administrator
Outstanding attention to detail and exceptional spelling, grammar, and proofreading skills
Excellent listening, comprehension and communication skills – the ability to maintain an effective means of communication with the Office Administrator
Ability to take direction, operate objectively and independently
Strong leadership qualities (e.g., punctual, reliable, hard-working, team player, etc.)
Able to work well with all levels within the Firm
Updated resume is required for consideration. Only Local candidates will be considered - Position does not offer relocation or visa sponsorship.
Job Tags
Full time, Traineeship, Work at office, Local area, Relocation,