Assistant

It’s more than what you do: it’s how you do it. That’s why O’Melveny is counsel of choice to an ever-expanding list of market leaders. Opportunity at O’Melveny means working alongside dynamic and team-oriented colleagues on evolving legal and business issues and opportunities for prominent clients around the world. It’s a place to build a rewarding career by tackling new challenges; being appreciated, included, and supported; and creating lasting connections.
With approximately 850 lawyers on three continents, more than 80 practice and industry service areas, and strong cultural ties to its 17 locations, O’Melveny is a global law firm with a local feel. At our core, you’ll find a dedication to excellence, a drive to lead and innovate, and a deep sense of civic responsibility.
So, tell us. What do you want to achieve? Visit us at www.omm.com/our-firm/our-dna; read our Insights 2024 report; explore our firm at-a-glance; and find us on LinkedIn, X, Facebook, Instagram, and YouTube.
O’Melveny has an immediate opening for an Assistant in our Newport Beach office. This high-touch, high-visibility role will provide exceptional client service and administrative support to O’Melveny attorneys, while also exhibiting a willingness to help any employee, visiting attorney, or client needing in-office assistance. This is a full-time, five-days-in-office position; the successful candidate will be expected to work onsite at the Newport Beach office each business day. The hallmark of this role is proactivity: leaning in and following up with OMM lawyers to support their practice needs and the needs of OMM clients.
The salary range in CA for this role is $80-$95k and represents the firm’s good faith minimum and maximum range for this role at the time of posting. The actual compensation offered to a candidate will be dependent on a variety of factors including, but not limited to, the candidate’s experience, qualifications, and location.
Essential Duties and Responsibilities
Service Liaison
Serve as a highly knowledgeable resource about the firm
Collaborate with off-site word processing services (OMM-Call), onsite Duplication and Office Services teams, Travel, Billing, and other firmwide departments to delegate work, provide quality checks, and meet deadlines
Act as liaison between lawyers and IT User Support to address technical/software issues
Collaborate with other Assistants across offices and departments/teams to ensure efficient and high-level support for lawyers, practice groups, and case/deal teams
Intake, Billing, and Filings
Onboard new clients and open new matters in accordance with Conflicts Department procedures
Assist lawyers with court filings, act as liaison with Court Services Department
Lawyer and Practice Administration
Clear understanding of Litigation and Corporate practices and associated business and operational processes, with the ability to work across the respective practice’s support, including business development and practice support teams
Work directly with case teams and associated vendors to support and meet relevant needs, including trial space selection, translation services, and court reporters, among others
Provide support to trial and deal teams in a firm-billable project assistant capacity, including as the onsite assistant for trial teams—a role that may entail after-hours and weekend work and include travel
Support attorney case-related work, including document edits, research projects (compiling data into spreadsheets, pulling requested cases, etc.), and client or government letter drafts
Provide meeting and travel support
Perform filing, photocopying, scanning, faxing, compiling, mailing/delivery, and distribution of documents
Manage and maintain lawyers' calendars, email inbox, telephone calls and messages; anticipate items that require follow-up
Maintain your notary certification and provide notary services when requested
Provide translation services if applicable, and coordinate translation services if requested
Marketing and Business Development
Assemble marketing materials (lawyers’ biographies, one-pagers, pitch materials), using PowerPoint as required
Request updates to lawyers’ biographies in collaboration with BD team
Maintain lawyers’ contacts in Outlook and firm CRM
Conduct internet research and coordinate with the knowledge services team to pull articles to support lawyers’ BD efforts
Update BD team on lawyers’ BD activities (meetings, meals, speaking engagements, conference attendance)
Submit sponsorships and charitable contribution invoices
Provide support for BD-related events
Knowledge, Skills and Experience
Minimum of 2 years experience working in a legal and/or professional services environment.
Must be proficient using MS Office products (Word, PowerPoint, Excel, Outlook), , have a minimum typing speed of 50 WPM, and be familiar with Intapp time entry, Elite billing systems, ECF, State and Federal Court rules, Lexis Nexis, PACER, ALN and eDocs
Must have excellent grammar, communication and organizational skills (on-line and paper), as well as the ability to work under pressure and prioritize to meet deadlines
Energetic self-starter who is highly customer service oriented and can work in a fast-paced, team environment
Must be able to work overtime as needed
Must be able to work in the office full time, when needed / requested.
Must have demonstrated strong administrative skills in areas of organization, attention to detail, and travel and meeting planning
Must possess exemplary writing skills, excellent communication, interpersonal and organizational skills
Must be forward thinking, proactive, and able to demonstrate initiative while managing and meeting deadlines
Must be able to keep projects on track while following up to ensure all parties are kept abreast on status of projects
We offer an excellent salary and benefits package. For more information, or to be considered for this position, please apply online at www.omm.com. Response will be given to candidates who closely meet our qualifications. EOE M/F/D/V. No phone inquiries, please.