Supervisor - Legal Administrative Assistant

PsiNapse Technology, Ltd.; San Francisco (CA); Hybrid; USD 110,000 - 140,000; Full time

Job summary

A well-established law firm in San Francisco is seeking a Legal Assistant Supervisor. This hybrid role involves managing administrative staff, overseeing attorney schedules, and ensuring smooth operations within the department. Candidates must have significant legal experience and a strong supervisory background.

Qualifications

• Minimum of five (5) years of experience as a legal secretary or assistant.
• At least two (2) years in a supervisory role.
• Proficient in MS Office 365 and legal technology platforms.

Responsibilities

• Manages distribution of overflow work among staff.
• Conducts annual performance evaluations for secretarial staff.
• Drafts and finalizes legal documents and manages attorney calendars.

Skills

Organizational skills

Time management

Attention to detail

Team-oriented work style

Professionalism

Education

High school diploma or equivalent

Tools

MS Office 365

Practice management software

Expense management tools

Timekeeping software

Document management systems

Adobe Acrobat

Job description

Our client, a well-established mid-sized law firm located in San Francisco's Financial District, is seeking a Legal Assistant Supervisor for a direct hire opportunity. This is a hybrid role, requiring four days per week onsite at the firm's downtown San Francisco office. The salary range is $110,000 - 140,000.

RESPONSIBILITIES : Supervisory :

• Manages the distribution of overflow work among legal administrative staff to ensure balanced workloads.
• Reviews and approves paid time off (PTO) requests, coordinating coverage as needed to maintain department operations.
• Reviews and approves secretarial timesheets for accuracy and compliance.
• Maintains daily attendance records and distributes attendance reports for secretarial and attorney staff to Client Services Specialists and the Director of Administration.
• Prepares and conducts annual performance evaluations for secretarial staff, including formal evaluation meetings.
• Monitors ongoing job performance, documents issues, and provides coaching or counseling on performance or behavioral concerns as necessary.
• Mentors legal administrative assistants by sharing expertise, best practices, and providing guidance on Firm policies and procedures; leads by example.
• Keeps the Director of Administration informed of any significant issues or concerns within the department.
• Conducts orientations for new attorneys regarding secretarial responsibilities and departmental procedures.
• Leads departmental orientation sessions for new support staff hires to ensure a smooth onboarding process.

Administrative :

• Manages attorney and practice group calendars in Outlook, including scheduling client meetings (in-person and virtual), tracking filing and project deadlines, and coordinating trial-related activities, conference rooms, and travel logistics as needed.
• Oversees attorney inboxes and manages incoming client correspondence via email, phone, and certified mail.
• Tracks and reports attorney business expenses, processes check requests for vendor services in collaboration with the accounting team.
• Acts as a professional liaison between the Executive Committee, Partners, Firm Management, and external stakeholders.
• Initiates conflict checks and new client / matter forms, including client profile creation within the client management database.
• Maintains accurate tracking of attorney billable hours, ensuring timely monthly submissions to the billing department.
• Coordinates and supports attorneys in business development initiatives and related engagements.
• Assists with special projects, practice development efforts, and ad hoc administrative tasks as needed.

Document Preparation & Management :

• Drafts and finalizes legal and non-legal documents, including general correspondence, memos, biographies, and PowerPoint presentations.
• Proofreads and formats all materials to ensure accuracy and compliance with firm policies and attorney preferences.
• Utilizes the firm's document management system to store, organize, and retrieve all matter- and client-related documents.

QUALIFICATIONS :

• Minimum of five (5) years of prior experience as a legal secretary or legal assistant.
• At least two (2) years of experience in a supervisory or leadership role is required.
• High school diploma or equivalent required; additional education is a plus.
• Proficiency in MS Office 365 and legal technology platforms, including :
• Practice management software (e.g., Clio)
• Expense management tools (e.g., ChromeRiver, Concur)
• Timekeeping software (e.g., Intapp, Elite)
• Document management systems (e.g., iManage, NetDoc)
• Adobe Acrobat
• Strong word processing skills with a keen eye for detail.
• Excellent organizational and time management abilities, with the capacity to manage competing priorities in a fast-paced environment.
• High level of professionalism and discretion in handling confidential information.
• Strong deadline management and attention to detail.
• A collaborative, team-oriented work style is strongly preferred.

PHYSICAL REQUIREMENTS :

• May be tasked with lifting, carrying, pushing or pulling up to 25 lbs., if able to do so.
• Must be able to sit for prolonged periods of time and walk / stand for moderate periods of time.
• Must be able to bend at the knees and waist frequently
• Must be able to repetitively use a telephone and a computer mouse and keyboard.

All employment is contingent on candidates providing at least two positive professional references from prior managers.

We are looking for local candidates only. U.S. Citizens and those authorized to work in the U.S. are encouraged to apply. We are unable to sponsor at this time.

To apply for this position please visit our website at www.PsiNapse.com, and click on "Looking for Work".

Thank you for your interest. Please understand that only qualified candidates will receive a response.

PsiNapse Technology, a national, workforce augmentation and solutions firm, offers competitive compensation, professional service, and customized benefits to qualified temporary and career professionals looking for employment.

We are an Equal Opportunity Employer and do not discriminate on the basis of race, religion, color, gender, sexual-orientation, age, national origin, citizenship, disability, or any other protected category.

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Legal Administrative Assistant • San Francisco, CA, US