Practice Assistant

Job DescriptionPRACTICE ASSISTANCEPosition Type:Full TimeNon-exemptHybrid Scheduled (work in the office for 3 days/week, as needed on a fixed schedule.)Location: San FranciscoResidency Requirements:Washington D.C.: For all positions based in the Washington, D.C. office, residency within Washington D.C., Maryland or Virginia and within a reasonable commutable distance to the assigned office is required depending on the firm's discretion and the nature of the role.Los Angeles and San Francisco Offices: For all positions based in the Los Angeles and San Francisco offices, residency within the state of California and within a reasonable commutable distance to the assigned office is required depending on the firm's discretion and the nature of the role.Salary Range: $33.13/hour ($64,603.50 annually)*The salary range is the one that Munger, Tolles & Olson LLP reasonably expects to pay for this position. The salary range does not guarantee, obligate, nor set expectations of an applicant's wage in the event of hire. The posted range is only one component of Munger, Tolles & Olson LLP's Total Rewards package.The Practice Assistant performs a variety of legal and administrative tasks to support assigned attorneys and AST Department. Practice Assistants maintain a general knowledge of the Firm's practice areas/groups and specialized knowledge of the assigned attorneys' practice area(s), and clients. Practice Assistants prioritize high level of personalized customer service to assigned attorneys while concurrently supporting AST Department in AST tasks and providing guidance to AST team members, while providing excellent work product in order to support the success of the Firm.Job Functions & ResponsibilitiesNOTE: Each attorney receives personalized service and may or may not require assistance with all the tasks below. The tasks that the Practice Assistant is responsible for will vary and change based on Attorney, and AST assignments. The Practice Assistant is expected to possess the ability to complete all job functions listed here.AST SupportGuidance: Provide software related instruction and guidance on various processes employed by AST team as neededOther: Participate in training of software relating to AST processesAdministrative AssistanceOrganize: Keep attorney work materials, desk and work areas organized and orderlyProcess Expense Reports: Request and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneysCoordinate Payment of Invoices: Arrange for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriatePhotocopy and Handle Documents: Copy, scan, fax, upload and email documentsManage Large Document Projects: Send, track and manage document projects in conjunction with Word Processing Center, Service Center and outside vendorsHandle shipping and couriers: Arrange couriers, shipments and track status and deliveryProofread: Proof and prepare documents for final draftsTranscribe: Transcribe from tapes, handwritten materials and dictationMaintain Desk Procedures: Develop and maintain relevant information and desk procedures for reference during time awayCommunications Support [all tasks are done on behalf of assigned attorneys]Know Availability: Monitor and understand attorney(s)'s whereabouts and/or how to contact for client needs, know attorney(s)'s availability for meetings and other eventsManage Calendar: Maintain attorney(s)'s calendar using MS Outlook: schedule meetings, make room reservations, make changes as needed, send reminders, track RSVP's, inform attorney of any attendee issues/special requestsPrepare for Meetings: Ensure meeting room is set up, log in conference calls, confirm A/V setup, confirm catering set-up, provide RSVP list, ensure materials are ready, confirm conference call set up, coordinate outside guest needsAnswer Phones: Answer attorney(s)'s phone, take messages, communicate received calls and provide updates, optimize attorney(s) phone functions (speed dial, forwarding, etc.)Manage Contacts: Enter new contacts in MS Outlook, update existing contactsManage Email: Preview, read, file and, when appropriate, respond to emails for assigned attorney(s)Manage Mail: Open, sort, prioritize and distribute mailDraft Correspondence: Prepare first draft of billing and new matter letters using firm formats. Prepare, emails and other correspondence using appropriate, standardized formatsClient SupportComplete New Matter Intake: Complete Intake form, communicate additional needs for form, research intake information, resolve issues with new matter intakeManage Conflicts of Interest: Coordinate with Conflicts department to ensure all communication and procedures for conflicts checks are followedClose Matters: Determine when to close matters, draft closing letter, organize file retention and clean-up effortsField Client Inquiries: Answer general, billing, scheduling questions and handle general client interactionRespond to Audit Letters: Gather information and prepare draft audit response letter. Send finalized audit letters to audit committee for approval and final submission to client.Support Business Development: Monitor client news and coordinate competitive intelligence information with the LibraryFile ManagementManage Electronic Files: Create and update folder structures in Document Management System, maintain and update files housed within the structureMaintain Hardcopy Files: Create and maintain hardcopy file structure, maintain binders, maintain file drawers, reweld foldersManage Records Retention: Index files for offsite storage, recall boxes from offsite storage, clean up unused/unneeded files, organize files for optimal recall ability and storage efficiencyTime Entry and BillingComplete Time Entry: Calculate and complete time entry in time tracking software from available inputsReconcile time entries with Client requirements: Conform time entry in accordance to client guidelinesReview and Finalize Time: Make corrections and submit final time for the periodReview and Edit Bills: Complete initial review of pro-forma bills, correct errors, propose edit suggestions to attorney(s), coordinate changes, gain approval for final billsPrepare and Deliver Final Bills: Follow client billing guidelines, coordinate with accounting to provide requested back-up, deliver final billsResolve Client Billing Issues: Communicate with the client, fix errors, resolve inconsistencies, make updates needed, coordinate changes with Billing Department and track paymentResearch Client/Matter Statistics: Respond to client billing inquiries and requests for informationTravel Management SupportManage Reservations: Coordinate with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changesPrepare for Trip: Check-in, print necessary documents, coordinate destination information/arrangementsNotify of Changes: Set flight notifications, track and communicate delays/changesGeneralMaintain Confidentiality: Keep the highest level of confidentiality of all firm and client information, records and files, both within and outside of the FirmParticipate in Projects: Participate in special projects as assignedComplete other duties as assigned: Complete other tasks as assignedLitigation AssistanceInformation Management:Redline: Redline documentsPrepare Documents: Prepare informational bindersManage Pleading and Discovery Clips: Create, maintain and update iManage Pleading and Discovery ClipsCase Support:Coordinate Outside Services: Schedule, communicate and coordinate court reporting services, videographers, etc.Trial Assistance: Assist with trial binders, facilitating needs pre-trial and during trial, and basic trial participation when neededTransactional AssistanceRedline: Redline documentsResearch: Pull public documents and regulatory filings using WestLaw, EDGAR, etc.Prepare Documents: Prepare Table of Contents, prepare client documents - 8-K, consents, etc., coordinate Notary when neededMaintain Data Room: Assemble and upload of documentsAssist in Closing Activities: Gather signature pages, prepare closing bindersCreate Presentations: Create initial drafts and proof presentations using presentation softwareToolsProficient in MS Office Suite, particularly Word, Excel and PowerPoint and Outlook.Electronic Fax ProgramMulti-Function Device (Printer, Scanner, Copier)Conference Room and Resource Scheduling SoftwareTime Entry/Billing SoftwareExpense Reporting SoftwareMicrosoft Office - Word, Excel, PowerPoint, OutlookAdobe Acrobat SuiteOther Software as requiredMinimum Job QualificationsBachelor's degree with interest in pursuing law school or graduate school preferred.Prior Administrative Specialist or assistant experience in legal field 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, attention to detail 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. Working knowledge of time tracking/billing applications preferred.Evolving knowledge of support processes, procedures and technologies required by the legal/administrative support profession and the Firm's practice areas/groups.Available 37.5 hours a week, with occasional opportunity for overtimeAbility to quickly respond to constantly changing instructions and prioritize accordingly, to maintain high-level of service to supported attorneys.Ability to manage workload and proactively identify required tasks, take ownership of projects and complete assignments in a timely fashionPhysical DemandsWriting, typing, reading, speaking, hearing, seeing, sitting, bending, reaching, lifting up to 25 lbs.Working ConditionsQuiet office environment in a high-rise building, seated the majority of the timeDirect ReportsNoneCompetenciesCommunicates effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.Being resilient: Rebounding from setbacks and adversity when facing difficult situations.Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.Customer focus: Building strong customer relationships and delivering customer-centric solutions.Drives results: Consistently achieving results, even under tough circumstances.Situational adaptability: Adapting approach and demeanor in real time to match the shifting demands of different situations.The Practice Assistant role is an amazing opportunity available on our team of professionals at Munger, Tolles & Olson, LLP! We offer competitive pay, benefits and an opportunity to make an impact in today's world.About Munger, Tolles & OlsonMunger, Tolles & Olson has topped The American Lawyer's A-List a record eleven times, and maintains the highest average A-List ranking in the history of the award.We strive to hire only the most qualified and creative lawyers. We believe that clerkships provide valuable experience. In this regard, nearly 75% of our lawyers and over 80% of our litigators served as law clerks to federal or state judges and sixteen attorneys were clerks to U.S. Supreme Court Justices. We recruit and retain the best professional talent to support our Attorneys with a focus on service and excellence. We have a full spectrum of functional positions including Information Technology, Information Security, Accounting, Human Resources, Legal Support, and Marketing.MTO is an equal opportunity employer and does not discriminate in employment on the basis of race, including but not limited to hair texture and protective hairstyles (for example, braids, locks, and twists), color, ethnicity, religion, gender, gender identity or expression, pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth and breastfeeding, marital or domestic partner status, parental or family care status, national origin, ancestry, age, sexual orientation, disability or medical condition, genetic characteristic, political affiliation, military or veteran status, or any other characteristic protected by federal, state or local law. It is the policy of Munger, Tolles & Olson LLP to prohibit discrimination, unlawful harassment (including sexual harassment), and retaliation. This commitment prohibits such conduct by any individual involved in MTO's operations and by anyone doing business with or on behalf of Munger, Tolles & Olson LLP.