Receptionist/Office Assistant

San Francisco, CA

Summary

A premier boutique law firm seeks an experienced and highly professional Receptionist/Office Assistant to support its San Francisco office. The firm was founded in 2010 and has more than 150 employees, including about 85 attorneys, across its New York, San Francisco and Washington, D.C. offices, focusing on the litigation of complex, often technology-driven disputes. This role serves as the first point of contact for clients and visitors while also providing high-level administrative and operational support to attorneys and staff.

This is a dynamic, hands-on position suited for a detail-oriented professional who thrives in a fast-paced, client-facing environment. The ideal candidate is proactive, organized, and comfortable balancing front desk responsibilities with broader office coordination and administrative tasks. This is a full-time, non-exempt, in-office role (Monday-Friday). Overtime is eligible and expected. The role reports to the SF Office Manager.

Responsibilities

Reception & Client Services

• Serve as the primary point of contact for all visitors and clients, ensuring a professional and welcoming experience
• Answer, screen, and direct incoming calls; take and relay messages accurately
• Maintain a polished, organized, and professional reception area

Administrative Support

• Draft, edit, and format correspondence, documents, and reports
• Prepare and process expense reports and other administrative documentation
• Maintain calendars, schedules, and appointments as needed
• Provide responsive administrative support to attorneys, paralegals, and staff, including time-sensitive assignments and special projects

Meetings & Event Coordination

• Schedule, manage, and coordinate internal and external meetings
• Set up and break down conference rooms, including video conferencing (e.g., Teams, Webex)
• Coordinate catering, meeting materials, and logistics for events and client meetings

Office Operations

• Manage incoming and outgoing mail, deliveries, and courier services
• Maintain office and kitchen supply inventory and assist with vendor coordination
• Support basic office budgeting tasks, including tracking catering and supply expenses
• Help maintain overall cleanliness and organization of the office, and the upkeep of two kitchens
• Kitchen tasks include, but are not limited to: loading and unloading the dishwasher, running the coffee machine cleaning cycle, and restocking the pantry and beverages
• Assist with general office operations and ad hoc administrative projects

Technology & Facilities Support

• Set up and troubleshoot basic conference room technology for meetings and visitors
• Set up new employee desks and workstations
• Assist with opening, setting up, and closing the source code review room
• Monitor access to the source code review room and help ensure compliance with established access procedures, as needed

Essential Job Functions

• Proficiency in standard document processing software, MS Office 365, Teams, Word, Excel, PowerPoint, Adobe and AI
• Draft, edit, proofread, prepare, and manage correspondence, spreadsheets, expense reports, and other administrative documents
• Coordinate internal and external events, meetings, appointments, conferences, travel arrangements, and catering, including scheduling and logistical support
• Maintain schedules and calendars
• Handle incoming and outbound mail/couriers and other materials
• Answer, transfer phone calls, take and communicate messages
• Maintain office operations filing systems
• Maintain budgets for catering and other office supplies
• Operate standard office equipment, such as phones, computers, copiers, and fax machines
• Support assigned attorneys, paralegals and assist with ad hoc projects as needed
• Ability to lift 25 pounds

Other Job Tasks

• Seamlessly execute a dual role at the SF reception desk, handling front desk duties and administrative/document processing
• Assist with general office/operations support with administrative tasks, as needed
• Set up IT equipment for internal meetings in conference rooms or for visitors
• Demonstrate a proactive, solutions-oriented mindset
• Maintain a polished and professional demeanor

Qualifications

• Minimum of 2-5 years of experience in a receptionist, administrative, or office support role, preferably in a professional services or law firm environment
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, Webex)
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities
• Professional demeanor with strong client service instincts
• Proactive, reliable, and solutions-oriented
• Practical experience working as a Receptionist/Office Assistant
• Associate’s degree or higher preferred
• Technical certification in areas of word processing, or other relevant technical or administrative certifications, a plus

Compensation: $70,000.00-$85,000.00, plus overtime and bonus