Job Details

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.

• 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.

• 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.

• 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.

• 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.