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Administrative Assistant
Macias Gini & O'Connell LLP
Los Angeles, CA, United States
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Overview
MGO is looking for a experienced, diverse, personable and hard-working Administrative Assistant to join our growing Century City office!
Summary:
Performs day-to-day Administrative functions in addition to processing billing, preparing reports/proposals and assisting the office across service lines.
Essential Functions:
• Prepares reports and proposals, which includes drafting, editing, formatting, desktop publishing, and coordination with office management team for production
• Conducts full cycle billing for partner's practice
• Coordinates Partner's calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness
• Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and transcribing meeting minutes
• Composes, types, and distributes professional correspondence, memos and e-mails
• Orders and maintains supplies; coordinates equipment maintenance
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.
• Distributes daily internal/external mail and overnight packages; sends and distributes faxes
• Sits at the front desk, answers phones and any inquiries that come in office
Minimum Qualifications:
• Associate's degree (AA) or equivalent, 1 to 4 years of related experience.
• Excellent verbal and written communication skills.
• Proficient skill set with Microsoft Office (Excel, Word, Outlook, Powerpoint) and Adobe Products
• Commitment to excellence and high standards (i.e., acute attention to detail).
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgment with the ability to make timely and sound decisions.
• Ability to work independently and as a member of various teams and committees.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Demonstrated ability to plan and organize projects.
Success Factors:
• Ability to multi-task concurrently with professionalism and ease
• "Go-getter" attitude, where no job is too big
• Prior CPA firm experience a plus
• Strong experience with MS office, Adobe and InDesign huge plus
• Experience with full-cycle billing cycle and drafting financial statements
• Experience drafting proposals, engagements letters huge plus
• Comfortable with sitting at the front desk and being point of contact for guests, clients, office staff and executives
• Ability to execute tasks under tight deadlines
• Ability to communicate clearly and concisely both verbally and written
• Experience with billing systems a plus