Legal Executive Administrative Assistant (Law Firm Experience) Job at SourcePro

We are conducting a search for an experienced Legal Executive Administrative Assistant for a top-rated law firm client in their San Francisco office.

The ideal candidate will have a minimum of five years' experience as a legal administrative assistant or similar position. The Executive Administrative Assistant will provide administrative support for the San Francisco Managing Partners as well as assist with office initiatives including event coordination, business development and operations for the San Francisco team. The Executive Administrative Assistant must establish and maintain strong relationships with all personnel, foster open communication, trust and credibility and serve as trusted advisor to the Managing Partners of the San Francisco Office and Bay Area Office Administrator. This position will report to the Bay Area Office Administrator. This role requires in office attendance three days a week.

What You'll Do:

Directly support the Managing Partners of the San Francisco Office and manage day-to-day administrative operations and logistics, including:

• Coordinate the schedule and calendar for the Managing Partners of the San Francisco Office
• Organize and prioritize demands on the time of the Managing Partners of the San Francisco Office.
• Manage calendar appointments strategically and review/monitor on a regular basis to coordinate logistical details
• Prepare all necessary materials for the Managing Partners' meetings and calls.
• Manage and coordinate travel itineraries, dining and hotel reservations for the office leadership.
• Maintain continuous review of email correspondence to and from the Managing Partners of the San Francisco Office to anticipate needs and prioritize scheduling matters. As needed, draft correspondence and reports on behalf of the San Francisco Managing Partners.
• Assist and collaborate with the Managing Partners of the San Francisco Office to track and ensure completion of the various administrative support needs including but not limited to expense reports, New Business Intake forms, conflicts checks, engagement letters, audit letters, civic events, firm gifts, marketing materials and trial materials.
• Assist office leadership, the Bay Area Office Manager, the Talent Management team and other professionals at the Firm on various office initiatives, including assist with scheduling attorney interviews and organization of meetings and events for Firm personnel, clients, prospective candidates, law students and outside parties to meet strategic goals.
• Assist office leadership, the Firm's marketing department and other professionals at the Firm on various initiatives, including assisting with publication rankings, preparation of interview talking points, coordinate development of pitch materials and new client meetings.
• Type and assemble, in final form, legal pleadings for filings in all state and federal courts including proofreading and editing documents for accuracy, entering data into databases and ensuring that deadlines are met.
• Coordinate and prepare documents for court appearances, depositions, and other litigation tasks as needed.
• Perform other tasks as assigned.

• Bachelor's degree preferred
• Minimum five years' experience in a similar role in a Law Firm or Legal environment
• Exceptional verbal and written communication skills
• Strong attention to detail
• Proven ability to effectively coordinate with senior management
• Strong interpersonal skills and emotional intelligence
• Ability to work strategically and collaboratively across departments
• Effective, versatile and action-oriented
• Remains calm and organized under pressure, prioritizes agendas and balances multiple projects concurrently
• Ability to work independently and with minimal supervision
• Anticipates potential risks and offers suggestions about ways to mitigate them
• Ability to work additional hours including some weekends and evenings as needed
• Ability to commute to the office three days a week in the office