Administrative Assistant

Summary

Keystone Law Group is seeking a talented Administrative Assistant to enhance our dynamic and growing team. The ideal candidate will possess a strong foundation in administrative support within a legal environment and demonstrate key skills such as attention to detail, strong interpersonal communication, and the ability to work both independently and as a member of a team. This role is pivotal to the Operations Department, where you will collaborate closely with and report to the managers of the department as well as the Director of HR and Operations to achieve departmental and firm-wide objectives.

About Us

Based in West Los Angeles (with remote employees across the country), Keystone Law Group is a forward-thinking probate law firm with a focus on trust, estate, and conservatorship litigation, administration, and other probate disputes. The firm is a boutique practice with around 60 employees, all dedicated to delivering superior client service through a culture grounded in excellence, innovation, collaboration, and camaraderie. Continuous learning, open communication, strong relationships, and the thoughtful use of cuttingedge technology support both client outcomes and the firm's internal team.

The Operations Department is the backbone of Keystone, ensuring seamless day-to-day functionality. We optimize operational processes, manage resources, and implement policies that align with the firm's strategic goals. Our commitment to excellence in service delivery and risk management upholds the firm's reputation for reliability and professionalism.

Location

Position is hybrid with 4 days per week in the office.

Essential Duties and Responsibilities

• Answer, screen, and direct incoming calls
• Update office forms and templates
• Prepare and finalize minutes for various internal meetings, including team and support staff meetings
• Own the client satisfaction survey workflow, including reporting and analytics
• Liaise with building management to address facility-related issues, including administration of building safety policies and trainings
• Assist with employee onboarding and offboarding administrative duties, including updating firm documents, communication with third party vendors, and coordinating equipment setup
• Provide administrative support to Operations managers and directors to ensure efficient office operations, including participation in physical item audits, client and vendor gifts, electronic filing and organization
• Respond to and resolve administrative inquiries and questions, including booking of conference rooms and hotel offices
• Perform analysis of inbound call data from Teams and outsourced phone vendor to assess service quality and cost effectiveness
• Assist with inventory and upkeep of the firm's knowledge center
• Assist with firm renewals for various vendors, insurances, State Bar, LACBA, etc.
• Provide backup support to Receptionist and MailFacilities Clerk
• Other responsibilities, administrative tasks, overflow work and projects, as assigned

Qualifications

• Professional, pleasant, and welcoming demeanor
• Strong interpersonal skills
• Superior verbal and written communication skills
• Must possess extreme attention to detail and strong organizational skills
• Ability to work independently and as a member of team
• Ability to multitask and meet deadlines in a fast-paced office environment
• Familiarity with Windows, Microsoft Office applications (Word and Excel), Adobe Acrobat, etc., document management systems, and task/project management systems

Education and Experience

• Bachelor's degree strongly preferred
• Professional services or law office administrative experience preferred
• Experience handling high call volume strongly preferred

Salary RangeBenefits

• Hourly rate is $25.00 to $33.00 (equivalent to $52,000 to $68,640 annually), depending on experience, plus discretionary bonus
• Keystone offers competitive benefits, such as: employer-paid employee medical, dental, and vision with optional buy up; employer-paid life insurance; lifestyle spending account to support wellness; 401(k); paid time off and floating holidays; and more