Administrative Assistant

San Francisco, CA

The Administrative Assistant is responsible for providing general administrative support including, but not limited to, telephone coverage, travel arrangements, expense report management, etc. A large portion of time will be spent using Outlook Calendar to schedule complex work related activities and Outlook mail.

Responsibilities

• Coordinates day-to-day operations of the assigned Partner/s and Associate/s practice using initiative and sound independent judgment
• Screens telephone calls, mail and visitors, maintaining electronic notes, inquires, and status of communications
• Prepares original letters, memos and other correspondence
• Schedules complex work related activities
• Facilitates expense reports and bill processing
• Establishes and maintains files and records
• Collaborates with firm Billing Department and clients on the management of billing matters
• Responsible for screening correspondence and maintaining confidential files
• Assist in the preparation of monthly client billing using Matter Analysis Sheets or as otherwise instructed 

Required Skills

• Some college (Associate’s/Bachelor’s preferred)
• Three to five years of prior work experience as a personal or executive assistant supporting a high-level professional
• Experience maintaining calendar including orchestrating all on-site meetings and coordinating with IT and catering
• Some Paralegal experience (preferred)
• Advanced working knowledge of Microsoft Office (i.e. Word, Excel, PowerPoint)
• Proactive, energetic and hardworking team player
• Experience handling electronic filing with the courts
• Experience with iManage, or a similar document management system
• Experience with time entry software and CRM systems (preferably, InterAction)
• Experience with CA state and federal court filing is required; knowledge of federal court local rules preferred