Legal Administrative Assistant

The ONeil Search Group; San Francisco (CA); Sur place; USD 60 000 - 90 000; Plein temps

Résumé du poste

The SF office of a top global law firm is seeking an Administrative Assistant to support a team of attorneys in the Litigation practice. You will manage calendars, file in federal courts, draft correspondence, coordinate travel, and assist with billing and onboarding.

Ideal candidates have 3–5 years of experience in law firm administration, are highly organized, proficient in Microsoft Office, and comfortable with confidential information.

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, especially Outlook, Word and PowerPoint.
• Proficiency with firm technology including Cisco Jabber, Zoom, Intapp and iManage.

Responsabilités

• Manage complex attorney calendars; coordinate deadlines, filings, and reminders.
• Greet clients and visitors; maintain a professional, welcoming experience.
• Draft and proofread correspondence and legal documents; prepare engagement letters.
• Handle time entry; support billing and matter lists; ensure accuracy of data.
• Arrange travel and meetings; coordinate with Marketing on materials and bios.
• Collaborate with departments to resolve administrative needs; assist onboarding.

Connaissances

Microsoft Office Suite

Outlook

Word

PowerPoint

Cisco Jabber

Zoom

Intapp

iManage

Client service

Time management

Outils

Cisco Jabber

Zoom

Intapp

iManage

Description du poste

The SF office of a top global law firm is seeking an Administrative Assistant.

A minimum of three to five years' experience providing day to day administrative support to attorneys in the Litigation practice group is required.

Experience with filing in federal and other courts is required

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.