Administrative Assistant - San Francisco

Willkie Farr & Gallagher LLP; San Francisco (CA); Hybrid; USD 90,000 - 110,000; Full time

Job summary

Willkie Farr & Gallagher LLP in San Francisco is seeking an Administrative Assistant to provide high-level support to the Litigation group. The role includes managing calendars, complex filings, travel, and client communications, with a focus on accurate, confidential service.

The ideal candidate has 3–5 years of law-firm experience, proficiency with MS Office, and familiarity with firm tech (Cisco Jabber, Zoom, Intapp, iManage).

Qualifications

• 3–5 years’ experience providing administrative support to litigation attorneys in a law firm.
• Experience with filing in federal and other courts required.
• Proficient in Microsoft Office Suite, specifically Outlook, Word and PowerPoint.
• Proficiency in firm technology including Cisco Jabber, Zoom, Intapp and iManage; adapts quickly to new technologies.
• Strong written and verbal communication and professional client service skills across all levels of firm personnel.

Responsibilities

• Manage complex attorney calendars; coordinate deadlines, filings, and follow-up reminders.
• Greet clients and visitors, escort them to the appropriate location, and ensure a professional, welcoming experience.
• Serve as primary client contact in person and by phone; maintain clear communication with clients, attorneys, and staff.
• Provide administrative support: draft/proofread correspondence and legal documents; prepare engagement letters; create and maintain legal files and indices.
• Handle time entry; manage matter intake, conflict checks, and opening/closing procedures; prepare, process, and track client billing with attorneys and accounting; maintain matter lists and data.
• Process expenses and ensure timely and accurate entry.
• Arrange travel and meetings, including calls and calendar appointments and meeting materials.
• Support business development: coordinate with Marketing on materials, attorney bios, client packets; manage CRM/contact lists and outreach tracking.
• Collaborate with Word Processing, Billing, Office Services, IT and other departments to resolve administrative needs.
• Assist with onboarding for new attorneys and staff, including scheduling and materials preparation.
• Maintain good working relations with cluster mates and assist with overflow of work as needed.
• Perform additional duties as assigned.

Skills

Administrative support

Client service

Communication

Time management

Tools

Microsoft Office Suite

Outlook

Word

PowerPoint

Cisco Jabber

Zoom

Intapp

iManage

Job description

Summary

Willkie Farr & Gallagher LLP is looking for an Administrative Assistant to join the San Francisco office. Willkie is an elite international law firm of approximately 1,300 lawyers located in 16 offices in six countries.

The ideal candidate will have a minimum of three to five years’ experience providing day to day administrative support to attorneys in the Litigation practice group. This role provides high-level administrative support managing complex logistics, federal and state filings, coordinating cross-functional projects, supporting timekeeping, and delivering exemplary client service. This position requires you to be in the office two times a week.

At Willkie, we believe great people are the key to our success. As such, we are offering a highly competitive compensation package with exceptional benefits. If you are looking to work in a friendly, collaborative environment that affords unique opportunities to expand your professional development, this role is for you.

Responsibilities

• Manage complex attorney calendars; coordinate deadlines, filings, and follow-up reminders. Balance multiple concurrent matters and execute scheduling and logistics with precision.
• Greet clients and visitors, escort them to the appropriate location, and ensure a professional, welcoming experience.
• Serve as primary client contact in person and by phone; maintain clear communication with clients, attorneys, and staff.
• Provide administrative support: draft/ proofread correspondence and legal documents; prepare engagement letters; create and maintain legal files and indices.
• Handle time entry; manage matter intake, conflict checks, and opening/closing procedures. Prepare, process, and track client billing in collaboration with attorneys, clients, and the accounting department; maintain standardized matter lists (including client/matter numbers, descriptions, function codes, and related data) and ensure accuracy and completeness of billing information.
• Process expenses and ensure timely and accurate entry.
• Arrange travel and meetings, including calls and calendar appointments and meeting materials
• Support business development: coordinate with the Marketing department on materials, attorney bios, client packets; manage CRM/contact lists and outreach tracking.
• Collaborate with Word Processing, Billing, Office Services, IT and other departments to resolve administrative needs.
• Assist with onboarding for new attorneys and staff, including scheduling and materials preparation.
• Maintain good working relations with cluster mates and assist with overflow of work as needed.
• Perform additional duties as assigned.

Qualifications

• 3–5 years’ experience providing administrative support to litigation attorneys in a law firm.
• Experience with filing in federal and other courts required.
• Proficient in Microsoft Office Suite required, specifically with Outlook, Word and PowerPoint.
• Proficiency in all firm technology including Cisco Jabber, Zoom, Intapp and iManage; adapts quickly to new technologies.
• Strong written and verbal communication and professional client service skills across all levels of firm personnel.
• Highly organized with excellent time management, accuracy, and attention to detail; performs well in a fast-paced, deadline-driven environment and anticipates needs effectively.
• Works independently and collaboratively; handles pressure and shifting priorities.
• Demonstrated discretion and sound judgment with sensitive and confidential information.

ADA Requirements

• Ability to sit at a desk most of the working day and walk short distances.
• Needs manual dexterity, speed and accuracy in handling office equipment.
• Ability to work efficiently and accurately in an atmosphere of frequent interruption.
• Ability to work in close proximity to other individuals.
• Must be able to lift, carry and move objects in excess of 15 lbs.
• Ability to carry light objects, e.g., files, small objects and supplies a short distance.

Employment Status

• Non-Exempt
• Hybrid

Pay Range

USD $90,000.00 - USD $110,000.00 /Yr.

Pay Range Statement

The salary range for this role represents the Firm’s good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate’s relevant experience, qualifications and location. Willkie offers a comprehensive suite of benefit programs to all eligible employees. A summary of available benefits can be found herein the Career section of the Firm’s website.

EEO Statement

Willkie Farr & Gallagher is an Equal Opportunity employer. We do not discriminate based upon actual or perceived: race (including hair texture, protective hairstyles and other traits associated with race), color, age, religious creed, citizenship, citizenship status and alienage, nationality, national origin or ancestry, ethnicity or creed, disability, genetic information or medical condition, reproductive health decision making, pregnancy or maternity, paternity, marital or civil partnership status, caregiver status, gender (including gender identity, expression, nonconformity, gender reassignment or status as a transgender individual), sex, sexual orientation or preference, veteran or military status, height, weight, any other characteristic protected by law or any combination thereof. We are committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let the hiring manager know.

California Applicants

Pursuant to the City of Los Angeles Fair Chance Initiative for Hiring Ordinance (FCIHO) and the San Francisco Fair Chance Ordinance, we will consider qualified applicant with arrest and conviction records.