What are the responsibilities and job description for the Legal Executive Assistant (Newport Beach, CA) position at Newmeyer & Dillion LLP?

Legal Executive Assistant

Newmeyer Dillion, a regional firm, is a multi-service law firm that provides both litigation and transactional representation. The Firm has gained national recognition for its construction and insurance work, and we provide representation in a comprehensive range of practice areas and industries. This position will be based out of the firm's Newport Beach office.

Essential Duties and Responsibilities include, but are not limited to :

Executive Assistance

Act as a liaison with or between attorneys, staff, clients, and other stakeholders.
Complete heavy revisions and proofreading legal documents, memos, and presentations.
Prepare expense reports.
Collaborate with the accounting department to ensure accurate client billing statements.
Handle confidential information with discretion and professionalism.

Administrative Coordination

Manage schedules, appointments, and deadlines.

Coordinate and calendar meetings, conferences, and travel arrangements, both business and personal.

Prepare and distribute legal documents, correspondence, and reports.

Prepare seminars.

Maintain filing systems, both electronic and physical, ensuring accuracy and accessibility.

Collect and input accurate time entries, including capturing the complete time spent on emails by reading and writing time entries, while gathering information from various sources to ensure thorough and precise time documentation.

Handle incoming calls, emails, and other communications, directing them appropriately.

Education / Experience Requirements

Minimum five years of administrative or legal and / or executive secretarial experience in relevant practice area.

Full knowledge of filing in federal and state courts.

Proficiency in Microsoft Word and Outlook, basic knowledge of Excel, PowerPoint and general database systems; working knowledge of current technology to include imaging and scanning applications.

Knowledge, Skills and Abilities

Ability to adapt to change and balance competing demands in a fast-paced environment.

Confidence, adaptability, attention to detail, and ability to take ownership and monitor a caseload.

Strong interpersonal communication to include collaboration skills.

Must be self-motivated, energetic, possess the ability to take direction well, and collaborate as a team member.

Ability to develop trust and maintain

Ability to successfully perform position requirements with excellent organizational, time management, and prioritization skills required.

Physical Environment and Working Conditions

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions :

Normal office environment with little exposure to excessive noise, dust and temperature extremes.

This position routinely uses standard office equipment such as computers, phones, multifunction devices (copy, fax and scanning machines), and filing cabinets.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; sit; walk; use hands to finger, handle or feel; and reach with hands and arms.

Some light lifting of 15 pounds or less is required on a regular basis.

Work may occasionally require more than 40 hours per week to complete the essential duties and primary responsibilities of the position.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Newmeyer Dillion LLP is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Salary : $90,000 - $105,000

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Legal Executive Assistant (Newport Beach, CA)

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