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administrative assistant ii Jobs in Los Angeles United States

administrative assistant ii

assistant office services

Mayer Brown LLP

<div>Overview:
<div>
Mayer Brown is an international law firm positioned to represent the world&rsquo;s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do. 
 
We are a collegial, collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm&rsquo;s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm. 
 
If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Office Services department in our Los Angeles office, as an Assistant: Office Services.</div><div></div><div> 
The Assistant: Office Services opens reception, manages reception desk and assists with day-to-day operations of firm, validating guest parking and communicating with building management regarding facilities issues.</div>
Responsibilities:

Essential Functions:<ul><li>
Coordinates conference center and visiting attorney offices, including reserving rooms, gathering and relaying information to respective departments and confirming bookings. Prepare visiting attorney offices as needed</li><li>
Greets guests, vendors, job applicants and other visitors</li><li>
Directs guests to appropriate meeting rooms</li><li>
Offers assistance, information, refreshments and updates as needed to make the client&rsquo;s wait comfortable and pleasant</li><li>
Updates all lists and documents maintained on a monthly basis including lobby directory, conference room manual, update monthly printed directory and employee logon lists</li><li>
Coordinates interview meetings, new hire and visiting attorney process with Managers as needed
</li><li>In order to provide back up to the department, must maintain knowledge of audio-visual equipment including teleconference equipment, video conference equipment and TV/VCR along with knowledge of each conference room equipment ports</li><li>
Provides a daily summary of conference center activities for the catering department and review any special needs or setting specifications with catering, office services and IT support.</li><li>
Coordinates vendor repairs and maintenance, as needed</li><li>
Maintains database for access keycards, coordinate with building security for new and replacement access cards and manage temporary access cards</li><li>
Maintains validation inventory and purchase additional validations as needed. Send daily validation tally sheet with client and matter numbers to Chicago for processing</li><li>
Answers incoming calls on switchboard and ability to use paging system</li><li>
Assists with processing invoices for the department through Chrome River</li><li>
Orders flower arrangements for reception desk and milestone anniversaries and coordinate delivery</li><li>
Performs other duties as assigned or required to meet Firm goals and objectives</li></ul>
Qualifications:

Education/Training/Certifications:<ul><li>
High School Diploma or GED</li><li>
Prefer some college or College Degree.</li></ul> 
Professional Experience:<ul><li>
Prior experience working in a law firm not a prerequisite</li></ul> 
Technical Skills:
<ul><li>Proficiency in Microsoft Office products, Outlook, electronic calendars, conferencing software programs, and databases</li></ul> 
Performance Traits:
<ul><li>Ability to multi-task and work well under pressure</li><li>
Ability to operate office equipment (copiers, personal computer, printers, cost accounting system, and multi phone line, etc.)</li><li>
Ability to perceive and communicate accurate completion time estimates in projects and regular assigned responsibilities</li><li>
Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors</li><li>
Ability to work in a diverse team environment and effectively support the demanding needs of the Firm</li><li>
Ability to work under pressure, meet deadlines with shifting priorities</li><li>
Must be a self-starter with a high level of initiative</li><li>
Strong customer service skills and able to anticipate needs</li><li>
Strong attention to detail, organizational skills and the ability to handle multiple projects
</li><li>Maintains confidentiality and exercises discretion</li><li>
Exercises solid strategic thinking and problem-solving skills</li></ul><div> 
Physical Requirements:
</div><ul><li>May require occasional lifting of up to 20 lbs.</li></ul><div></div><div> 
The typical pay scale for this position is between $45,500 and $60,000, although the actual wage or salary could be lower or higher if the candidate&rsquo;s education, experience, skills and internal pay alignment are different from those specified.</div><div></div><div> 
The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.</div><div></div><div> 
The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.</div><div></div><div> 
We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&amp;D insurance, 401(k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.</div><div></div><div> 
Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.</div><div></div><div> 
#LI-ONSITE #LI-LG1</div></div>

Assistant: Office Services

Los Angeles LGBT Center

<div>Position: Legal Assistant
Reports to: Supervising Attorney
Category: 100% Full-Time,
FLSA Status: Non-Exempt
SUMMARY:
The Legal Assistant serves as the primary point of contact for clients, conducting bilingual intake interviews and maintaining ongoing communication throughout the life of each case. This position supports attorneys with case preparation, legal research, and drafting of documents while ensuring accurate and confidential file management. Responsibilities also include scheduling, coordinating translation and interpretation services, and providing culturally competent support and referrals to community resources as needed.
 ESSENTIAL FUNCTIONS
Client Intake &amp; Communication<ul><li> Serve as the first point of contact for clients, conducting intake interviews in English and Spanish</li><li> Gather and document essential case information with professionalism, empathy, and discretion</li><li> Maintain ongoing communication regarding case updates, required documentation, and next steps</li><li> Respond to incoming calls and follow up with clients to obtain requested information</li></ul>
Case Preparation &amp; Legal Support<ul><li> Assist attorneys with case preparation, including drafting letters, forms, declarations, and other legal documents</li><li> Conduct legal and factual research to support case strategy and filings</li><li> Apply knowledge of housing, immigration, or related legal matters to support form completion, evidence gathering, and case coordination</li></ul>
File &amp; Records Management<ul><li> Organize and maintain physical and electronic client files, ensuring accuracy and confidentiality</li><li> Track case milestones, deadlines, and required documentation</li></ul>
Scheduling &amp; Coordination<ul><li> Schedule consultations, hearings, and client meetings while managing calendars and deadlines</li><li> Coordinate translation and interpretation services, including translating client statements and supporting documents</li></ul>
Client Support &amp; Community Resources<ul><li> Provide culturally competent support to diverse clients, including individuals who identify as LGBTQ+ and those navigating sensitive personal matters</li><li> Connect clients with appropriate community resources and referrals</li><li> Perform additional duties to support team and organizational needs</li></ul> 
QUALIFICATIONS
Required<ul><li> Minimum 3 years&rsquo; experience in office administration, administrative assistant, personal assistant, or similar work experience or equivalent education.</li><li> Fluency in both Spanish and English, with excellent written and verbal communication skills in both languages</li><li> Prior work experience in a legal or social services, including client facing support experience.</li><li> Demonstrated ability to serve clients with compassion, cultural humility, and professionalism</li><li> Strong organizational skills and the ability to manage multiple priorities in a fast paced environment</li><li> Proficiency with office software (Microsoft Office, case management systems, etc.), ability to learn new software as needed</li></ul>
Preferred<ul><li> Experience working with LGBTQ+ clients and understanding of their unique legal and social service needs</li><li> Experience supporting housing law, immigration law, or related practice areas</li><li> Familiarity with community based organizations or advocacy work</li></ul>
Personal Attributes<ul><li> Warm, approachable, and able to build rapport with clients from diverse backgrounds</li><li> Highly reliable, detail oriented, and self motivated</li><li> Able to maintain confidentiality and handle sensitive information with care</li><li> Strong team player with a commitment to equity, inclusion, and client centered service</li></ul> 
The Los Angeles LGBT Center is an Equal Opportunity Employer and is committed to fostering diversity within its staff. Applications are encouraged from all persons regardless of their race, color, ancestry, religious creed, national origin, sex, sexual orientation, gender identity, gender expression, medical/physical/mental condition, pregnancy/childbirth and related medical condition, age, marital status, or veteran status. 
The Center requires that all staff working in Health Services clinical site locations receive the most up-to-date Influenza vaccinations and strongly recommends that staff also receive the latest COVID-19 vaccine. Staff not working at any of the Center&rsquo;s clinical sites are encouraged to receive the latest COVID-19 and Influenza vaccines but are not required to do so. For more information, please contact jobs@lalgbtcenter.org.</div>

Legal Assistant

University of California Los Angeles

<div><div><div><div><div>Under the supervision of the Department Manager, the HR/Finance Assistant will provide administrative support to the HR/Personnel Coordinator, including but not limited to UCPath, I9 Tracker, the Oath and Patton process, and will maintain the department personnel files. The HR/Finance Assistant will processes all Bruinbuy and Travel Express transactions, and provide administrative support to the Finance Coordinator, and the Student Services Advisor, assisting with emails and some administrative duties. They will assist with general office duties, inquiries; answers telephone calls and provides information and refers calls; they will maintain the general appearance of the Main Office. Takes and delivers messages; processes incoming/outgoing mail and packages when needed. Schedules appointments and maintains calendars; performs general administrative tasks, and runs errands. The appointee provides support with academic program and events planning. Gathers data for various projects; submits requests for equipment maintenance and repair; contacts vendors and interacts with other campus units on behalf of the Department; and assists with special assignments as needed. The HR/Finance Assistant is an integral member of the Department's administrative team whose support is essential to the successful administration of the Department of Geography.</div> 
 
Salary &amp; Compensation 
 
<ul><li>UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.
</li></ul>Qualifications 
<ul><li>
Knowledge of general administrative and financial processes to support purchasing, travel, and reimbursements in line with university procedures. (Required)</li></ul>
<ul><li>Ability to use or learn systems such as BruinBuy, Travel Express, UCPath, and I-9 Tracker with attention to detail and accuracy. (Preferred)</li></ul>
<ul><li>Strong organizational skills to manage records, track requests, and keep office operations running smoothly. (Required)</li></ul>
<ul><li>Clear and professional communication skills, both written and verbal, to interact effectively with students, staff, faculty, and vendors. (Required)</li></ul>
<ul><li>Ability to handle confidential information with discretion and good judgment. (Required)</li></ul>
<ul><li>Comfort using Microsoft Office programs (Word, Excel, Outlook) and willingness to learn new tools as needed. (Required)</li></ul>
<ul><li>Ability to multitask, stay organized, and meet deadlines while managing frequent interruptions. (Required)</li></ul>
<ul><li>Positive, team-oriented attitude with the ability to work independently and support others when needed. (Required)</li></ul>
 
Education, Licenses, Certifications &amp; Personal Affiliations 
<ul><li>
High School Diploma Or equivalent experience (Required)
</li></ul> 
Special Conditions for Employment 
<ul><li>
Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.</li></ul>
<ul><li>Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.</li></ul>
 
Schedule 
 
8:00 a.m. to 5:00 p.m
 
Union/Policy Covered 
 
CX-Clerical &amp; Allied Services
 
Complete Position Description 
 
https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&amp;JDName=Blank%20Assistant%203%20(41017971)</div></div></div><div><div><div>
Apply</div></div></div></div>
 <div><div>Campus Requisition #:</div>
9933
<div>UC Payroll Title:</div>
BLANK AST 3
<div>Department:</div>
GEOGRAPHY
<div>Appointment Type:</div>
2 - Staff: Career
<div>Anticipated Hiring Pay Scale:</div>
$63,391.68 - $79,511.04 Annually
<ul><li>Full Salary Range:</li></ul>
USD $30.36/Hr. - USD $43.49/Hr.
<div>Onsite | Remote | Hybrid Type:</div>
Flexible-To Be Determined
<div>Department Location:</div>
315 Portola Plz Geography
<div>Full or Part Time:</div>
Full Time</div>

HR / Finance Assistant

Career Group

<div>
 
 
 Role:
 
 Part-Time Personal Assistant and Bookkeeper
 
 
 
 Location:
 
 Brentwood, Los Angeles (in the hills) &ndash; 4 to 5 days per week onsite
 
 
 
 Schedule:
 
 Part-time, approximately 30&ndash;32 hours per week
 
 
 
 Preferred Days:
 
 Monday, Tuesday, Wednesday, Friday
 
 
 
 Hours:
 
 9:00 AM &ndash; 4:00 PM (8-hour days)
 
 
 
 Compensation:
 
 $40.00 per hour
 
 
 
 Attire:
 
 Business casual
 
 
 
 Requirements:
 
 Bilingual in Spanish
 
 
 
 
 
 
 
 **Please note you must have QUICKBOOKS experience
 
 
 
 
 
 
 
 
 Our client, a high-net-worth couple, is seeking a highly organized and detail-oriented Personal Assistant to support their West Side household. This role offers an immediate start with an indefinite duration and combines estate management, scheduling, travel coordination, and basic bookkeeping. The ideal candidate is proactive, tech-savvy, and comfortable managing multiple priorities while providing seamless support. This position offers the flexibility of a part-time schedule and is perfect for someone who thrives in a dynamic, fast-paced environment.
 
 
 
 
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Assist with
 
 expense reporting
 
 and
 
 bookkeeping
 
 ; proficiency with
 
 QuickBooks
 
 (must have QuickBooks).
 </li>
 <li>
 
 Manage overall household operations
 
 , ensuring seamless coordination of
 
 vendors
 
 ,
 
 service providers
 
 , and
 
 estate management
 
 functions.
 </li>
 <li>
 
 Receive and oversee vendors
 
 on-site; maintain responsibility for
 
 budgeting
 
 and
 
 financial oversight
 
 related to household expenditures.
 </li>
 <li>
 
 Book personal and household appointments
 
 , manage complex
 
 scheduling needs
 
 , and collaborate with the principal&rsquo;s
 
 corporate Executive Assistant
 
 to ensure
 
 calendar alignment
 
 and efficiency.
 </li>
 <li>
 Coordinate
 
 domestic and international travel logistics
 
 , including arrangements for
 
 family members
 
 and select
 
 business travel
 
 .
 </li>
 <li>
 Oversee
 
 household purchases
 
 , track inventory, and maintain accurate records of all
 
 financial transactions
 
 .
 </li>
 <li>
 Provide basic care for a
 
 small dog
 
 , including occasional
 
 feeding
 
 and coordination of
 
 veterinary or grooming services
 
 as required.
 </li>
 <li>
 Deliver high-level
 
 administrative support
 
 while ensuring the household functions in a
 
 professional
 
 ,
 
 organized
 
 , and
 
 proactive
 
 manner.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 Proficiency in
 
 QuickBooks
 
 for expense tracking - this is a must have.
 </li>
 <li>
 Must have a
 
 valid Driver's License.
 
 </li>
 <li>
 Previous experience as a
 
 Personal Assistant, Estate Manager, or similar role.
 
 </li>
 <li>
 Strong
 
 organizational, written, and multitasking skill
 
 s with a
 
 high level of discretion.
 
 </li>
 <li>
 Comfortable using
 
 Mac products
 
 (iPhone, MacBook, etc.).
 </li>
 <li>
 Familiarity with high-net-worth households and corporate coordination.
 </li>
 <li>
 Ability to anticipate needs and work independently in a
 
 private home office.
 
 </li>
 </ul>
 
 
 
 
 We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring. California applicants, please view our Privacy Notice here: https://careergroupcompanies.com/california-privacy-notice/.
 
 
 
 
 
 
 Career Group is a premier, Women-Owned recruiting agency and a widely recognized name in corporate and administrative staffing. We connect our candidates with job opportunities at leading companies nationwide. When you work with a Career Group recruiter, you gain a strategic career advisor for life. Submit your resume to get started today.
 
 
</div>

Personal Assistant

Fulton Management

<div>
 
 
 Receptionist / Front Office Assistant
 
 
 
 Fulton Management
 
 
 Los Angeles, CA (On-site)
 
 
 
 
 
 Fulton Management is a well-established entertainment business management firm serving high-net-worth individuals in the television and film industry, with additional clients in digital media and content creation. Our foundation is rooted in traditional entertainment business management, public accounting discipline, and long-term client relationships.
 
 
 
 
 
 We are seeking an energetic, detail-oriented
 
 Receptionist / Front Office Assistant
 
 to join our team and serve as the first point of contact for clients and visitors while providing essential administrative support to the firm.
 
 
 
 
 
 
 About the Role
 
 
 
 The
 
 Receptionist / Front Office Assistant
 
 plays a key role in maintaining the professionalism and efficiency of the firm&rsquo;s daily operations. As the first impression for clients, executives, and guests, this individual must possess excellent communication skills, strong organizational abilities, and a polished, professional demeanor. This position requires the ability to multitask in a fast-paced environment, manage time effectively, and work both independently and collaboratively with the team. Our firm operates in a paperless environment and utilizes state-of-the-art technology.
 
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Answer and direct incoming phone calls
 </li>
 <li>
 Greet and assist clients and visitors
 </li>
 <li>
 Prepare, sort, and track incoming and outgoing mail
 </li>
 <li>
 Run occasional errands, including bank deposits (reliable transportation required)
 </li>
 <li>
 Provide administrative support under the guidance of the Office Manager
 </li>
 <li>
 Assist staff with various clerical and administrative tasks as needed
 </li>
 <li>
 Maintain organization of front office and common areas
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 Previous front desk or administrative experience preferred
 </li>
 <li>
 Professional, friendly, and confident demeanor
 </li>
 <li>
 Proficiency in Microsoft Office (Word, Excel, Outlook, Teams)
 </li>
 <li>
 Strong multitasking skills with the ability to perform under pressure
 </li>
 <li>
 Highly organized with strong attention to detail
 </li>
 <li>
 Excellent verbal and written communication skills
 </li>
 <li>
 Quick learner with a positive, team-oriented attitude
 </li>
 </ul>
 
 
 
 
 This is a full-time, on-site position, Monday through Friday, 9:00 a.m. &ndash; 6:00 p.m.
 
 
 
 
 
 Medical, dental, vision, 401(k), PTO, and holidays
 
 
 
</div>

Receptionist/Front Office Assistant

Adams & Martin Group

<div>
 
 A boutique law practice is seeking an experienced Legal Assistant to support probate, wills, and estate litigation matters in a quiet, professional environment. This part‑time, onsite opportunity is ideal for a Legal Assistant who excels in independent work, maintains a high level of confidentiality, and is skilled in transcription, e‑filing, discovery, and trial preparation. The role offers steady weekly hours and close collaboration with the attorney, providing valuable hands‑on experience in a specialized practice area.
 
 
 Legal Assistant Key Responsibilities &amp; Requirements:
 
 <ul>
 <li>
 Strong Legal Assistant skills, including transcription, document preparation, state e‑filing, and proof of service
 </li>
 <li>
 Prior experience or familiarity with probate, wills, and estate litigation as a Legal Assistant
 </li>
 <li>
 Ability to operate independently in a quiet office (you will serve as the sole Legal Assistant onsite)
 </li>
 <li>
 Support with discovery, trial preparation, light Excel tasks, and general administrative duties
 </li>
 <li>
 Consistent attention to detail, accuracy, and confidentiality in all Legal Assistant responsibilities
 </li>
 <li>
 Part‑time onsite schedule (24-28 hours/week, Monday-Thursday)
 </li>
 </ul>
 
 Please submit your resume in MS Word format for immediate and confidential consideration for the Litigation Assistant position.
 
 
 
 
 
 
 
 
 
 All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.
 
 
</div>

Legal Assistant (Part-Time)

UCLA Health

<div><div>Description
In this role, you will provide executive-level administrative and analytical support to the Executive Director of Women and Children&rsquo;s Services, Executive Director of Orthopedics and Neurosciences, and the Operations team. You will also provide comprehensive administrative support and executive office facilitation for the UCLA Santa Monica campus.
As our Executive Assistant, you will oversee managing complex calendars, fiscal oversight duties for respective cost centers, project management, scheduling and organizing meetings, composing correspondence, ordering supplies, and being a liaison for the Executive Directors&rsquo; respective spans of control. You will also be responsible for monitoring Human Resource competencies, providing conference room oversight, arranging travel plans, and assisting with miscellaneous projects as well as preparing data analyses and reporting (including presentation creation).

Salary Range: $78,500 to $163,600 Annually</div><div>
Qualifications<ul>
<li>
At least two years of direct experience supporting Director or Executive level leaders within a large-scale organization
</li><li>Bachelors or equivalent years of education and experience required</li>
<li>Proficient in Microsoft Office (Word, Excel, PowerPoint, Vizio, and Outlook), skills are subject to test</li>
<li>Ability to us Internet as a tool for research and communication.</li>
<li>Excellent communication skills, both written and verbal.</li>
<li>Ability to handle sensitive and difficult situations in a professional and responsive manner; ability to exercise own judgment.</li>
<li>Ability to coordinate complex calendars.</li>
<li>Ability to learn University systems for budgets, payroll, purchasing.</li>
<li>Strong analytical, problem-solving and systems-level thinking skills while drawing upon past experiences; crafts innovative solutions in collaboration with other key stakeholders</li>
<li>Strong organizational skills and customer service orientation</li></ul></div></div>

Executive Assistant and Operations Administration

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