Litigation Admin Specialist — Hybrid Role

Willkie Farr & Gallagher; Los Angeles (CA); Hybrid; USD 100,000 - 115,000; Full time

Job summary

Willkie Farr & Gallagher LLP in Los Angeles is seeking an Administrative Assistant with 3–5 years' experience to provide day-to-day support to attorneys across multiple practice groups. The role requires in-office presence four days a week and involves complex logistics, timekeeping, and client service.

You will manage calendars, draft correspondence, assist with onboarding, travel arrangements, and collaborate with Billing, IT, and Marketing to support operations.

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; adapts quickly to new tech.
• Strong written and verbal communication and professional client service skills.

Responsibilities

• Manage complex attorney calendars; coordinate deadlines, filings, and reminders.
• Greet clients and visitors; maintain a professional, welcoming experience.
• Draft/proofread correspondence and legal documents; prepare engagement letters.
• Handle time entry; manage matter intake, conflict checks, and opening/closing procedures.
• Process expenses and ensure timely entry; prepare, process, and track client billing with attorneys.
• Arrange travel and meetings; coordinate materials and calendar appointments.
• Collaborate with Marketing, CRM, and other departments to support business development.

Skills

Administrative support

Microsoft Office

Communication

Time management

Technology proficiency

Tools

Cisco Jabber

Zoom

Intapp

iManage

Job description

Willkie Farr & Gallagher LLP in Los Angeles is seeking an Administrative Assistant with 3–5 years' experience to provide day-to-day support to attorneys across multiple practice groups. The role requires in-office presence four days a week and involves complex logistics, timekeeping, and client service.

You will manage calendars, draft correspondence, assist with onboarding, travel arrangements, and collaborate with Billing, IT, and Marketing to support operations.