Legal Administrative Assistant

Russell Tobin; San Francisco (CA); On-site; USD 80,000 - 110,000; Full time

Job summary

A leading company in legal services seeks a Legal Administrative Assistants Supervisor to oversee staffing needs and allocate assignments while providing comprehensive administrative support. The ideal candidate will possess solid HR understanding and supervisory experience, ensuring efficient workflow within the Secretarial Service Center. This full-time role offers a competitive salary and opportunities for professional development in a dynamic work environment.

Benefits

Medical insurance

Vision insurance

401(k)

Qualifications

• Minimum of 2 years of direct supervisory experience overseeing 10+ individuals.
• Solid understanding of HR practices, employee relations, and performance management.
• Detail-oriented with excellent multitasking and organizational skills.

Responsibilities

• Oversee staffing needs, allocate assignments, and ensure administrative support for lawyers.
• Coordinate and distribute overflow work; monitor and document job performance.
• Conduct orientations for new attorneys and maintain effective office procedures.

Skills

Team Management

Communication

Documentation

Organizational Skills

Conflict Resolution

Education

College degree strongly preferred

Tools

Microsoft Office Suite

iManage

Chrome River

Job description

Direct message the job poster from Russell Tobin

Senior Recruiter at Russell Tobin subsidiary company of Pride Global

Job Title:

Legal Administrative Assistants Supervisor

Department: Administration

Summary:

The Legal Administrative Assistants Supervisor will serve a dual role—both as a supervisor and as a Legal Administrative Assistant (LAA). The supervisory responsibilities include overseeing staffing needs, allocating assignments, and ensuring all lawyers receive adequate administrative support. As an LAA, the individual will provide comprehensive legal secretarial and administrative support within a Secretarial Service Center (SSC), typically consisting of 3–4 legal administrative assistants.

Duties and Responsibilities:

Supervisory Responsibilities:

• Coordinate and distribute overflow work.
• Approve and coordinate Paid Time Off (PTO) requests and arrange appropriate coverage.
• Review and approve timesheets for secretarial staff.
• Maintain daily attendance records; provide daily attendance reports to Client Services Specialists and the Director of Administration (DoA).
• Prepare and deliver annual performance evaluations; conduct evaluation meetings.
• Monitor and document job performance; counsel staff as needed regarding performance or behavior issues.
• Mentor legal administrative assistants; provide guidance, share best practices, and lead by example.
• Inform the DoA of any significant issues or concerns.
• Assist in assigning secretarial support for new attorney arrivals.
• Conduct orientations for new attorneys and support staff.
• Maintain regular interaction with both secretaries and attorneys.
• Perform other duties as assigned.
• Maintain timely and regular attendance.
• Coordinate effective office procedures and maintain workflow efficiency.
• Collaborate with SSC teammates and provide occasional support to other SSCs; take overflow assignments as needed.
• Schedule client meetings, reserve conference rooms, and coordinate AV and catering needs via CovReservations.
• Register guests through Passage Point.
• Coordinate domestic and international travel arrangements; manage travel itineraries and reimbursements via Chrome River.
• Maintain lawyers’ Outlook calendars and monitor critical due dates.
• Draft, revise, and proofread correspondence, memos, legal documents, reports, etc., from various sources.
• Organize and maintain electronic and hard-copy files as needed; handle document storage and retrieval.
• Maintain time entries in 3E; prepare and submit accurate time to Accounting daily unless otherwise instructed.
• Prepare client billing and related documentation.
• Create and update lawyer preference profiles.
• Coordinate personal time off requests and obtain DoA approval.
• Submit timesheets and overtime requests (pre-approved by DoA).
• Demonstrate a strong sense of urgency and meet deadlines.
• Participate in the Legal Administrative Assistants Certification Program.
• Maintain confidentiality and integrity with all sensitive firm and client information.
• Perform other duties as assigned by the DoA to support department operations.

Qualifications:

• Minimum of 2 years of direct supervisory experience overseeing 10+ individuals.
• Demonstrated ability to work effectively within a team management structure.
• Solid understanding of HR practices, employee relations, and performance management.
• Strong written and verbal communication skills.
• Professionalism, discretion, and excellent client service skills.
• Strong documentation and follow-up abilities.
• Detail-oriented with excellent multitasking and organizational skills.
• Proactive in addressing performance issues and conflict resolution.
• In-depth knowledge of legal secretarial functions, ideally within a mid-to-large law firm or professional services environment.
• Flexibility to work additional hours as needed.

Preferred Qualifications:

• College degree strongly preferred.
• Excellent interpersonal and organizational skills.
• Ability to prioritize tasks and manage workflows effectively.
• Critical thinking and problem-solving abilities under pressure.
• Willingness and ability to continually learn new skills and tools.

Technical Proficiency:

• Systems: iManage, Microsoft Office Suite, Elite, 3E, Chrome River, Cov Reservation.

Salary :-$80000k-110,000 k yearly

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Legal, Administrative, and Management

• Industries

  Legal Services, Law Practice, and Courts of Law

Referrals increase your chances of interviewing at Russell Tobin by 2x

Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

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