Administrative Assistant

Cole-Frieman & Mallon LLP; San Francisco (CA); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Salary range $65k–$75k

Competitive benefits package

Paid time off

401(k) plan

Medical and dental benefits

Job summary

Cole-Frieman & Mallon LLP, a prestigious boutique law firm in San Francisco, seeks an Administrative Assistant to provide comprehensive office, technical, and administrative support in a fast-paced, collaborative environment.

The role includes calendar management, document preparation, travel arrangements, mail and records handling, and liaison with partners, clients, and visitors, with onsite hours in San Francisco and Oakland as needed.

Qualifications

• Bachelor’s degree in business administration or related field.
• Prior administrative, office, or professional services experience preferred.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills; ability to communicate clearly, concisely, and diplomatically.

Responsibilities

• Provide day-to-day administrative support to attorneys and other team members.
• Assist with calendar management, scheduling, meetings, and conference room coordination.
• Act as a liaison for partners, clients, and visitors; receive and assist firm clients and guests.
• Prepare, format, edit, and proofread documents and correspondence.
• Assist with document organization, filing, scanning, copying, and electronic file management.
• Maintain and organize files, records, and confidential information with discretion.
• Coordinate incoming and outgoing mail, packages, couriers, and other deliveries.
• Help manage general office operations, including supplies, common areas, conference rooms, and vendor needs.
• Coordinate meals and other arrangements for meetings and office events.
• Assist with travel arrangements, reservations, and related logistics as needed.
• Assist with data entry, including partners’ billable hours and client matter processing.
• Conduct research on entities and personnel; run client and firm reports as needed.
• Provide technical support, including basic setup, installation, delivery, and maintenance of firm software and hardware.
• Troubleshoot in-office technical issues and coordinate with IT as necessary.
• Collaborate effectively within a multi-support team, adapting to changing demands and priorities.
• Provide backup coverage for other administrative team members when needed.

Skills

Communication skills

MS Office proficiency

Organizational skills

Time management

Attention to detail

Professional services experience

Verbal/written communication

Education

Bachelor's degree in business administration or related field

Tools

MS Office

TABS billing software

Job description

Cole-Frieman & Mallon LLP (“CFM”) is a prestigious boutique law firm based in San Francisco with a robust national practice, representing hedge fund managers, venture fund managers, and other asset managers. Our firm has the largest hedge fund practice in California and launches around 300 funds each year.

Our growing firm is seeking a Administrative Assistant to provide comprehensive office, technical, and administrative support at our San Francisco office. This position is essential to the smooth operation of our firm and requires and individual who is proactive, detail-oriented, and comfortable working in a fast-paced, collaborative environment. We’re looking for someone who takes ownership of their work, pays attention to the details, and is comfortable wearing multiple hats. The right person will be equally comfortable handling routine office responsibilities, supporting attorneys and staff, and jumping in wherever help is needed.

Work Location & Schedule:

• San Francisco Office: Onsite, Monday to Friday, 8:30AM to 4:30PM.
• Oakland Office: onsite as needed

Key Responsibilities:

• Provide day-to-day administrative support to attorneys and other team members.
• Assist with calendar management, scheduling, meetings, and conference room coordination
• Act as a liaison for partners, clients, and visitors; receive and assist firm clients and guests.
• Prepare, format, edit, and proofread documents and correspondence
• Assist with document organization, filing, scanning, copying, and electronic file management
• Maintain and organize files, records, and confidential information with discretion.
• Coordinate incoming and outgoing mail, packages, couriers, and other deliveries
• Help manage general office operations, including supplies, common areas, conference rooms, and vendor needs
• Coordinate meals and other arrangements for meetings and office events
• Assist with travel arrangements, reservations, and related logistics as needed
• Assist with data entry, including partners’ billable hours and client matter processing.
• Conduct research on entities and personnel; run client and firm reports as needed.
• Provide technical support, including basic setup, installation, delivery, and maintenance of firm software and hardware (desktops, laptops, scanners, printers, phones).
• Troubleshoot in-office technical issues and coordinate with IT as necessary.
• Collaborate effectively within a multi-support team, adapting to changing demands and priorities.
• Provide backup coverage for other administrative team members when needed
• Manage administrative tasks for both the San Francisco and Oakland offices as needed.
• Provide backup coverage for other administrative team members when needed
• Assist with special projects and other administrative or operational needs as they arise

Qualifications:

• Bachelor’s degree in business administration or a related field.
• Prior administrative, office, or professional services experience preferred
• Strong organizational skills and attention to detail
• Strong written and verbal communication skills; ability to communicate clearly, concisely, and diplomatically.
• Strong working knowledge of Microsoft Office, including Outlook, Word, Excel, and Teams
• Excellent time management and prioritization skills; ability to handle multiple concurrent assignments and meet deadlines in a high-pressure environment.
• Ability to prioritize and manage multiple responsibilities in a fast-paced environment
• Strong problem-solving and analytical skills; ability to oversee challenging matters and adapt to workflow changes.
• Comfortable taking initiative and figuring out solutions when appropriate
• Experience with TABS billing software is a plus.
• Comfortable learning new systems and technology
• Ability to handle confidential and sensitive information appropriately
• Willingness to take on responsibilities outside of a narrowly defined job description and help where needed

Compensation Range: $65,000 -$75,000 annually

• We offer a competitive salary, paid time off, paid holidays, and a comprehensive benefits package, including medical, dental, and a 401(k) plan.

CFM is an equal opportunity employer.

Cole-Frieman & Mallon works closely with some of the nation’s most prominent investment funds.

We are dedicated to attracting, developing, and retaining a diverse community of professionals.

We are proud of each team member’s role in offering distinguished service to our clients, and we acknowledge the value that potential candidates can deliver to our firm.