Case Management and Workplace Experience Assistant

Kahana & Feld Llp•Los Angeles, CA

6d•$25 - $35•Onsite

About The Position

The Case Management and Workplace Experience Assistant will be responsible for providing administrative and legal support to attorneys, legal teams, and the firm via performing administrative, clerical, answering phone calls, processing and distributing mail, and assisting with office upkeep. This position will also be responsible for supporting the firm’s legal team by maintaining an organized, efficient and secure filing system and for managing court calendars, scheduling hearings and trial. The Case Management and Workplace Experience Assistant will also assist in the management of the initial status of a new client or matter, ensuring a smooth and efficient onboarding process.

Requirements

Bachelor's degree required; paralegal experience preferred
At least 5 years of experience in a legal, administrative, or data management role preferred
Strong attention to detail and ability to manage multiple priorities in a fast-paced setting
Proficient in Microsoft Office Suite (Outlook, Word, Excel) and comfortable learning new software platforms
Strong written and verbal communication skills
Ability to handle confidential information with discretion
Capable of working independently and collaboratively in a fast-paced legal environment

Responsibilities

Conflicts & Client Intake Collect and review all necessary information from attorneys and staff to initiate new client and matter intake, including party names, affiliations, matter descriptions, and related
Analyze submitted data for completeness and accuracy prior to submitting for conflict check
Coordinate with the Conflicts Team to ensure timely and thorough conflict checks are conducted
Notify attorneys of conflict check results
Prepare Case Intake Forms to submit to Case Administration to open new matters
Calendaring Maintain accurate calendar of all scheduled events (statutory deadlines, court hearings, mediations, depositions, site inspections, etc.)
Coordinate and set up remote appearances at court hearings and other proceedings including web links (Teams and Zoom)
Create and update case information in the firm’s docket system
Confirm and manually calculate filing deadlines pursuant to local, state and federal rules
Prepare and distribute reminders to attorneys regarding upcoming hearings
Prepare and distribute case calendar reports to case teams
Matter Filing & Management Provide essential support to lawyers, legal teams and the firm, all while maintaining a high level of organization and attention to detail
Assist with proofreading of legal documents, including pleadings and memos, as needed.
Assist in organizing case files as needed
May be trained in eFiling of court documents, to support or supply backup for Paralegals
Oversee meeting room scheduling and coordinate technology requests when needed
Create, modify, and improve organizational processes and procedures
Manage miscellaneous projects and tasks assigned by partners, attorneys, and other staff
Workplace Experience Answer incoming telephone calls and direct to the correct person; handle multiple telephone lines in an efficient, timely, and professional manner
Take messages and deliver to the appropriate people
Welcome and direct all visitors to the firm
Sign for and accept all packages, mail, and documents via courier
Manage scanning and uploading documents, checks, and various other paperwork; upload to the designated software as needed
Maintain the lobby, conference room, kitchen, and general areas by keeping them stocked and in pristine condition
Plan and execute events on schedule and within budget, ensuring efficient use of resources and timely delivery
Maintain inventory of office supplies, kitchen supplies, and snacks; communicate with Office Manager for necessary purchases
Provide support for the set up of conference rooms and visitor offices, including the technology assistance needed (e.g., virtual calls, docking at a visitor office)
Provide support to other departments in various capacities as needed
Assist with coordinating employee activities, birthday recognitions, company events, etc.