Hybrid Litigation Administrative Assistant

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

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).