Office Manager/Legal Secretary
Job Summary
Under the direction of the Partner in Charge, the Office Manager/Legal Secretary oversees the administrative management and day-to-day operations of the Marin office. This role fosters a professional, efficient, and collaborative work environment.
Essential Duties
Oversee daily office operations in coordination with the Partner in Charge to ensure efficiency, professionalism, and high staff morale
Supervise non-attorney staff; partner with Human Resources on hiring, onboarding, employee relations, and workplace investigations
Maintain strict confidentiality in handling sensitive personnel, client, and Firm-related information
Review and approve staff timecards to support accurate and timely semi-monthly payroll processing
Manage office budget planning and expense tracking
Ensure attorneys receive timely administrative support by coordinating workloads and secretarial assignments
Reassign staff as needed based on skills, workload, and team dynamics
Manage overflow support and short-term support needs by leveraging Firmwide resources
Communicate attorney coverage updates before 9:00 a.m. daily
Schedule and lead regular staff meetings to share updates and training
Coordinate with the Facilities Department for office improvements, buildouts, and office moves; liaise with building management on facility issues
Support IT Department with local tech needs and provide on-site assistance to IT staff as needed
Work with the Marketing Department on events, seminars, and materials such as pitch folders, attorney biographies, and presentations
Facilitate continuing legal education tracking by ensuring appropriate documentation is submitted to the Firm’s librarian
Plan and coordinate staff events to foster engagement and collaboration
Encourage participation in Firmwide and HR-organized activities
Promote a professional and collegial office environment
Provide direct legal support to one to two attorneys, including drafting, editing, and proofreading legal documents and correspondence
Handle e-filings and support all stages of the litigation process, from initiation through trial
Prepare and assemble court filings, hearing binders, deposition exhibits, and arbitration/mediation packets
Maintain attorney calendars, schedule meetings and travel, and manage time entry and expense reporting
Prepare and process new client/matter intakes per Firm procedures
Support marketing efforts through preparation of presentations and pitch materials
Prepare, review, and finalize audit letters and annual legal service agreements
Provide backup and overflow coverage to other attorneys and staff as needed
Maintain confidentiality of all Firm, client, and personnel information
Additional duties may be assigned as required to meet business needs
Qualifications and Requirements
Minimum of five years of office management experience, preferably in a legal or professional services environment
Minimum of five years of litigation secretary experience
Human Resources experience preferred
Strong organizational skills with effective task management, prioritization, and delegation
Excellent written and verbal communication skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with document management systems such as iManage preferred
Strong business writing, editing, and proofreading skills
High level of professionalism, discretion, and interpersonal communication
Typing speed of at least 70 words per minute
Communicate effectively and professionally with clients, attorneys, staff, and vendors
Skilled in operating standard office equipment, including computers, scanners, and photocopiers
Consistently reliable in attendance and punctuality
Physical Requirements
This position requires regular on-site attendance and is designated as a fully in-office role
Ability to lift and carry items up to 25 pounds, such as office supplies, files, mail bins, and packages
Frequent walking, standing, and bending, particularly when assisting with onboarding logistics, or organizing materials
Ability to remain seated for extended periods while performing computer-based and clerical tasks
Regular use of a computer, including extended periods of typing and viewing a monitor
Operation of standard office equipment, including copiers, scanners, printers, and multi-line phone systems
Ability to work a standard 40-hour work week, with additional overtime as needed
Salary Range
$110,000 - $120,000 Annually