Administrative Assistant

MANATT, PHELPS & PHILLIPS LLP is one of the nation’s premier law and consulting firms known for quality and extraordinary commitment to clients & integrated, relationship-based services. We are notably progressive and entrepreneurial and are deeply committed to diversity, public service, and excellence in all we do.

The New York office of Manatt, Phelps & Phillips, LLP currently has a great opportunity for an Administrative Assistant to join our nationally prominent and growing health care practice, Manatt Health.  This role involves performing administrative functions in support of lawyers and consultants who work on projects related to health care reform and regulation as well as more general health care consulting engagements.   

RESPONSIBILITIES:

• Extensive calendar management and scheduling of meetings, conference calls, travel arrangements and events.
• Overseeing entry and coding of time.
• Reconciling monthly billing statements and tracking to budget.
• Prepare and format documents in Word
• Management and tracking of expense reimbursements.
• Provides back-up support to other executive assistant when needed.
• Ad hoc projects and duties as needed.

QUALIFICATIONS:

• Candidate should have 2 plus years of previous experience supporting multiple professionals, including ability to keep team members on track with processes, policies and deadlines in a fast paced environment.  Reliable, friendly and positive, can-do attitude is essential.
• BA Degree required.   
• Must have strong multi-tasking skills and the ability to prioritize activities and work under pressure to meet client deadline expectations in a fast-paced environment.  
• Candidate should be a creative and independent thinker, but confident asking questions in order to complete tasks efficiently. 
• This position will have extensive contact with others (including clients) requiring discretion and will need to maintain a professional and courteous when dealing with others.
• Must have strong writing and research skills
• The successful candidate will be someone with strong initiative and who is self-motivated and interested in taking ownership of the work and loves working as part of a team. 
• Strong Outlook, Word, PowerPoint and Excel skills required. The candidate must be able to assist the professional staff in conceptualizing ways to graphically display project and legal findings in MS PowerPoint, such as transferring memos and other written communication into a Power Point document which looks professional and polished.  Must be comfortable learning new software programs which support the business operations of the practice.   Experience with legal billing software is also a plus.
• Interest in the Health Care field highly preferred.

EEO/AA EMPLOYER/Veterans/Disabled

Manatt is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, physical or mental disability, religion, creed, national origin, citizenship status, ancestry, sex or gender (including gender identity, gender expression, status as a transgender or transsexual individual, pregnancy, childbirth, or related medical conditions), age (over 40), genetic information, past, current, or prospective service in the uniformed services, sexual orientation, political activity or affiliation, genetic or and any other protected classes or characteristic protected under applicable federal, state, or local law. Consistent with the American Disabilities Act, applicants may request accommodations needed to participate in the application process.

This employer will provide the Social Security Administration  (SSA) and, if necessary, the Department of Homeland Security  (DHS), with information from each new employee’s Form I-9 to confirm work authorization.

IMPORTANT: If the Government cannot confirm that you are authorized to work, this employer is required to provide you written instructions and an opportunity to contact SSA and/or DHS before taking  adverse action against you, including terminating your employment. 

Employers may not use E-Verify to pre-screen job applicants or  to re-verify current employees and may not limit or influence the  choice of documents presented for use on the Form I-9. In order to determine whether Form I-9 documentation is valid,  this employer uses E-Verify’s photo screening tool to match the photograph appearing on some permanent resident and employment authorization cards with the official U.S. Citizenship and Immigration Services’ (USCIS) photograph. If you believe that your employer has violated its responsibilities under this program or has discriminated against you during the verification process based upon your national origin or citizenship status, please call the Office of Special Counsel at 1-800-255-7688 (TDD: 1-800-237-2515).