Administrative Assistant, Litigation

Here you can: Provide proactive administrative support for the West Coast Litigation Team, including approximately 7 attorneys, two paralegals and a risk claims manager; answer phones professionally, take/route messages as required; arrange and schedule numerous meetings involving executives at all levels; maintain and update calendar; develop and maintain relationships with executive assistants throughout the company; demonstrate flexibility, patience and persistence in routinely rescheduling meetings; arrange complex logistics for multiple-attendee and multiple-location meetings (including virtual meetings and slide presentation set-ups). Prepare and process corporate and p-card expense reports and reconciliations in accordance with Company policy guidelines and keep accurate and timely expense account records Arrange travel and all accommodations including comprehensive and detailed itineraries; process travel expenses and reimbursements Coordinate with facilities and IT for team needs as they arise Assist outside counsel with set up on electronic invoicing system; facilitate processing of invoices from outside counsel and process other vendor invoices for payment; keep detailed files of invoice related activities Manage bar membership and continuing legal education records for attorneys Occasionally assist with final preparation of litigation documents (briefs, motion papers, etc.) for filing in court; generation of Tables of Contents and Tables of Authorities, preparation of court forms and filing fees, and creation of courtesy copies for the court; electronic filing of court document; assist with document productions in response to subpoenas and discovery requests Simple legal research, e.g., researching and summarizing court rules, searching for court documents on PACER Assist with internal communications with staff and broader Legal organization Manage administrative and coordination aspects of special projects as designated including, planning and organizing internal events Handle general office and administrative tasks, including the ordering and organization of miscellaneous supplies Maintain strict confidentiality and professionalism along with a positive attitude