Legal Secretary

at  Ashurst LLP

ABOUT ASHURST:

Ashurst is a leading global law firm with a history spanning almost 200 years, and clear strategy for our future growth. Our in-depth understanding of our clients and commitment to providing exceptional standards of service have seen us become a trusted adviser to local and global corporates, financial institutions and governments in all areas of commercial law. To find out more please visit here.
Fostering an environment that is welcoming, inclusive, and respectful of all backgrounds and perspectives is the cornerstone of our values and the foundation of our success. To find out more about our Inclusion, Diversity, and Belonging strategy please visit here.
Ashurst’s growing teams in Los Angeles (located in Santa Monica) and Austin work in partnership with teams in our New York and global offices to deliver advice on major infrastructure projects within the United States.
Job Overview:
Based in the Los Angeles (Santa Monica) office, provide executive support to a Partners and Associates in the LA and Austin offices via direct interaction (virtual in the case of those attorneys based in Austin or working remotely) and or via the US HUB.

Responsibilities:

• Making minor amendments to documents, delegating complex or lengthy documents to Document Specialists when appropriate.
• Create and amend documents from various formats including Word documents, PowerPoint presentations, Excel spreadsheets, pitches, CVs, comparisons.
• Locate or file documents into document management system.
• Manage the monthly billing process through to final billing
• Update Interaction records and contact details, including creating and adding diary or file notes.
• Carry out research or client intelligence where helpful for pitches, marketing, events, briefing packs or approaches.
• Assist with the coordination of small client events, which may include arranging meeting facilities, resources, or amending materials or documents.
• Attend client events to provide assistance with welcoming and registration, where relevant.
• Open matters and manage required maintenance.
• Make and manage travel arrangements.
• Manage and submit expenses for Fee Earners, and provide assistance with bar license renewals and other periodic renewals.
• Manage monthly billing for fee earners through final submittal.
• Provide back up support to the NYC office via the US HUB.
• Other administrative tasks as required.

Support the Office Administrator with day to day tasks and activities such as:

• Liaise with the building management.
• Assist with the onboarding and IT requirements for the office.
• Facilitate service, mail, stationery and other needs for the LA and Austin offices.
• Respond to office/facilities-related employee requests, ensuring all are addressed in a timely manner.

Knowledge, Skills and Abilities:

• Minimum 4 to 6 years of office services experience in a professional services environment.
• Proactive in anticipating problems before they arise, initiating projects that provide improvements and long-term solutions.
• Ability to work independently, multi-task and prioritize effectively.
• Strong detail orientation, time management and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and projects in a fast-paced environment.
• Ability to work co-operatively and flexibly with a varied team of people.

Responsibilities:

• Making minor amendments to documents, delegating complex or lengthy documents to Document Specialists when appropriate.
• Create and amend documents from various formats including Word documents, PowerPoint presentations, Excel spreadsheets, pitches, CVs, comparisons.
• Locate or file documents into document management system.
• Manage the monthly billing process through to final billing
• Update Interaction records and contact details, including creating and adding diary or file notes.
• Carry out research or client intelligence where helpful for pitches, marketing, events, briefing packs or approaches.
• Assist with the coordination of small client events, which may include arranging meeting facilities, resources, or amending materials or documents.
• Attend client events to provide assistance with welcoming and registration, where relevant.
• Open matters and manage required maintenance.
• Make and manage travel arrangements.
• Manage and submit expenses for Fee Earners, and provide assistance with bar license renewals and other periodic renewals.
• Manage monthly billing for fee earners through final submittal.
• Provide back up support to the NYC office via the US HUB.
• Other administrative tasks as required

Support the Office Administrator with day to day tasks and activities such as:

• Liaise with the building management.
• Assist with the onboarding and IT requirements for the office.
• Facilitate service, mail, stationery and other needs for the LA and Austin offices.
• Respond to office/facilities-related employee requests, ensuring all are addressed in a timely manner