Administrative Practice Assistant (Oakland, CA)

Meyers Nave is recruiting for an Administrative Practice Assistant (APA) in its Administration Department. This is a nonexempt position reporting to the Director of Administration and is located in the Firm’s Oakland office.

ABOUT MEYERS NAVE

Meyers Nave has a special reputation in California as a go-to law firm that clients rely on to handle their highest profile, most complicated and often most controversial transactions and litigated matters. Attorneys in the Firm’s five California offices work in multi-disciplinary teams to help public agencies, private businesses and public-private partnerships navigate an extensive range of local, state and federal laws and regulations. The results of our work and the expertise of our attorneys have led to numerous prestigious awards and honors, including Law360’s “California Powerhouse,” The Recorder’s “Giant Slayer” and The Daily Journal’s “Top Defense Result,” as well as many attorneys recognized in Best Lawyers in America and SuperLawyers. We are proud to handle precedent-setting matters for California’s legal community.

ABOUT THE POSITION

The Administrative Practice Assistant (APA) is responsible for providing administrative support to legal assistants and attorneys.  Under the supervision of the Director of Administration, the APA works closely with team members to ensure effective and timely attention to important legal matters.

ESSENTIAL FUNCTIONS

The APA is an entry-level position designed to grow into a future Legal Practice Assistant (LPA) litigation secretarial position when needed, or when an Attorney or Paralegal requires additional assistance on large projects.  Under this scenario, the APA has the opportunity to build their skill set while developing and maintaining the following functions:

• Draft, review, revise and proofread both legal and non-legal documents including correspondence and memoranda, pleadings, expense reports; PowerPoint presentations, budgets, etc.;
• Format court pleadings according to applicable court rules and generate tables of authorities and tables of contents using provided software;
• Build an understanding and use of local rules of court, municipal, state and federal rules of procedure;
• File documents with courts and administrative bodies, including electronic filing where applicable;
• Arrange for service of pleadings and subpoenas;
• Assist with preparation and scheduling of meetings, teleconferences, conferences and travel;
• Organize documents, and prepare binders and files to house relevant legal and non-legal materials;
• Review incoming mail and route as appropriate;
• Maintain electronic case files;
• Work with internal teams to create, review and maintain electronic and physical case files, including supporting the firm’s “paper lite” initiative;
• Assist in tracking and management of various projects;
• Maintain shared office calendars and individual attorney/director calendars in Outlook, partnering with Calendar Department when necessary;
• Enter attorneys’ billable time as requested according to billing policies and coordinate with billing personnel to facilitate attorneys’ timely review of monthly billing statements;
• Prepare check requests and coordinate payment to vendors when requested;
• Prepare expense reports and book travel arrangements;
• Ability to act as back-up receptionist when needed;
• Regular, reliable and punctual attendance;
• Back up secretaries during planned and unplanned absences;
• Maintain composure and work efficiently and accurately during highly stressful circumstances;
• Work cordially, cooperatively and productively with all personnel;
• Work overtime as needed to complete essential functions; and
• Other duties as assigned.

Management retains the right to add to or change the functions of this position at any time.

QUALIFICATIONS

The following qualifications are required unless otherwise noted:

• High school diploma required;
• Superior customer service skills with ability to maintain strict confidentiality;
• Interpersonal skills necessary to communicate in person and by phone with a diverse population to provide information with courtesy and tact.
• Accuracy in grammar, spelling and punctuation;
• Strong analytical thinker with attention to detail;
• Demonstrated ability to organize and prioritize numerous tasks and complete them under time constraints and within budget;
• Proactive self-starter with ability to work independently, as well as in a team environment;
• Willingness to take constructive feedback to allow for on-the-job learning;
• Ability to work under pressure with tight deadlines
• Experience using Microsoft Office 365 (Outlook; Word; PowerPoint and Excel) ; and
• Prior experience with iManage, Best Authority, time and billing systems, and Adobe Professional is a plus.

Meyers Nave is an Equal Opportunity Employer. We do not discriminate on the basis of any qualified applicant’s race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military or veteran status or any other category protected by law. Meyers Nave will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made.

A reasonable estimate of the base salary range for this position is $27.00 to $30.00 per hour. Final pay is based on several factors including but not limited to internal equity, office location, market data, and the applicant’s education, work experience, certifications, etc.

Meyers Nave complies with the requirements of all applicable California and federal employment laws, including those protecting disabled individuals. If you have difficulty using our online application system due to a disability and would like to request a reasonable accommodation, please contact us via email or phone: meyersjobs@meyersnave.com or (510) 808-2000.

Please, only apply if you meet all requirements for this position.

HOW TO APPLY

Interested candidates should click here to apply.