Legal Practice Assistant

Gainor Staffing; Menlo Park (CA); On-site; USD 110,000 - 125,000; Full time

Job summary

A global industry-leading law firm is seeking a Legal Practice Assistant to join their team in Menlo Park, CA. This role requires at least 10 years of experience in a legal assistant position, strong support capabilities for senior stakeholders, and high proficiency in Microsoft 365. Ideal candidates will manage complex schedules, oversee billing activities, and ensure document quality. This position offers a competitive salary based on experience, with a focus on maintaining high standards in legal documentation and client interactions.

Qualifications

• Minimum of 10 years of experience in a secretarial or legal assistant role within a global law firm.
• Experience supporting US Capital Markets or Global ECM practices is strongly preferred.
• Highly organized, detail-focused, and comfortable supporting multiple senior stakeholders.

Responsibilities

• Manage complex calendars and daily schedules for senior attorneys.
• Serve as a primary point of contact for calls, emails, and correspondence.
• Draft, edit, proofread, and format correspondence and legal documentation.

Skills

Experience in secretarial or legal assistant role

Ability to support US Capital Markets or Global ECM practices

Strong organization skills

Clear and professional communication

Microsoft 365 proficiency

Education

Bachelor’s degree preferred

Tools

Manageand

3E Elite

Job description

Our client, a global industry-leading law firm, is seeking a Legal Practice Assistant to join their team in Menlo Park, CA.

Who You Are

• You bring a minimum of 10 years of experience in a secretarial or legal assistant role within a global law firm
• Experiencesupporting US Capital Markets or Global ECM practices is stronglypreferred
• Bachelor’s degree preferred
• You are highly organized, detail-focused, and comfortable supporting multiple senior stakeholders simultaneously
• You communicate clearly and professionally, both verbally and in writing, and handle sensitive information with discretion
• Experienced with Microsoft 365 and familiar with legal document and billing systems such as Manageand 3E Elite

What You’ll Do

• Manage complex calendars and daily schedules for senior attorneys
• Serve as a primary point of contact for calls, emails, and correspondence
• Coordinate meetings and prepare agendas, materials, and presentations
• Plan and organize domestic and international travel, including flights, accommodations, transfers, and detailed itineraries
• Provide end-to-end support on legal matters, including file opening, client onboarding, and matter closure
• Draft, edit, proofread, and format correspondence, presentations, and legal documentation to a consistently high standard
• Oversee billing-related activities by managing time entries, coordinating invoices, and liaising with finance teams
• Submit and reconcile expense claims, ensuring accuracy and compliance
• Support business development efforts by coordinating client events, maintaining CRM records, and preparing briefing materials
• Conduct client and market research and help maintain internal databases and website content

What Success Looks Like

• Stakeholders are fully prepared, on time, and supported by accurate information and materials
• Billing, expenses, and timekeeping processes run smoothly with minimal follow-up required
• Client interactions and events are executed seamlessly
• Documents are delivered error-free and aligned with firm standards
• Internal systems and databases remain current, reliable, and audit-ready
• You are viewed as a trusted partner who anticipates needs and elevates the effectiveness of the team

Salary Range: $110,000 – 125,000 annually, based on experience

Location: Menlo Park, CA – On site

Gainor is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Gainor are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, creed, sex, sexual orientation, gender (including gender identity and expression), age, national origin, immigration status, marital or familial status, citizenship status, ancestry, physical or mental disability, genetic information, reproductive health decision making, veteran or military status, or any other characteristic or status protected under applicable federal, state, or local law.