Administrative Assistant

Davis Polk & Wardwell LLP; Torrance (CA); On-site; USD 85,000 - 135,000; Full time

Job summary

Davis Polk & Wardwell LLP is seeking an Administrative Assistant to provide secretarial, technical and organizational support to lawyers and managers in Redwood City, CA. The role requires strong MS Word/Excel/PowerPoint, calendar management, and client meeting coordination.

Responsibilities include drafting documents, handling calls, reviewing mail, and processing time and billing details with confidentiality and professionalism.

Qualifications

• Must have an associate degree or higher and 1–5 years as an administrative assistant or paralegal.
• Proven ability to manage multiple tasks with deadlines and professionalism.
• Excellent written and verbal communication and proofreading skills.

Responsibilities

• Prepare, revise, and print correspondence and legal documents.
• Answer calls professionally and take accurate messages.
• Review mail and maintain calendars for principals.
• Schedule meetings and travel for principals and organize client meetings.
• Input attorney time and manage reimbursable expenses.
• Prepare client bills and monitor payments, ensuring accuracy.

Skills

MS Office proficiency

Strong interpersonal skills

Team collaboration

Effective communication

Proofreading and editing

Typing speed and accuracy

Confidentiality

Education

Associate degree or higher

Tools

MS Word

Excel

PowerPoint

Outlook

Job description

Davis Polk & Wardwell LLP (including its associated entities) is an elite global law firm with world-class practices across the board. Clients know they can rely on Davis Polk for their most challenging legal and business matters. From offices in the world’s key financial centers and political capitals, our more than 1,000 lawyers collaborate seamlessly to deliver exceptional service, sophisticated advice and creative, practical solutions. Visit davispolk.com.

Position Summary

The Administrative Assistant provides secretarial, technical and organizational assistance to lawyers and other managerial staff, as assigned. This is a dynamic position requiring the ability to demonstrate professionalism, effective communication skills and use of good judgment through understanding of the Firm’s policies as a valued member of a support team.

Location: Redwood City, CA

Essential Duties and Responsibilities

Typical responsibilities include, but are not limited to, the following:

• Create, revise and print correspondence, memoranda and other legal documents

• Answer and place telephone calls professionally; take accurate and complete messages

• Review electronic and physical mail and other correspondence

• Establish and maintain calendar for principals

• Make appointments and travel arrangements for principals

• Organize client and internal meetings

• Input attorney time and reimbursable expenses

• Prepare client bills and track payments

• Understand and calculate financials related to billing invoices

• Fill printers and copier with paper each morning and during the day as necessary

• Cover Reception as needed

• Complete special projects as assigned

Qualifications/Position Requirements

• Ability to manage a varied workload and meet deadlines

• Must be punctual and reliable

• Proficient in MS Word, Excel, PowerPoint, Outlook and other applications as needed

• Strong interpersonal skills

• Must be able to work collaboratively with lawyers and staff, demonstrating strong teamwork and a positive attitude

• Flexibility in daily schedule to accommodate unexpected situations arising from attorneys/legal assistants and other staff

• Excellent written and verbal communication skills

• Ability to proofread typed material for typographical, spelling and grammatical errors

• Ability to type with speed and accuracy

• Ensure confidentiality of all the Firm’s and clients documentation and information

Education and/or Experience

• Associate Degree or higher

• 1 to 5 years’ experience as an administrative assistant or paralegal

Compensation

The expected base salary for this position ranges from $85,000 - $135,000. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, anticipated assignment, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. Davis Polk offers a competitive salary and comprehensive benefits package.