Office ManagerLegal Secretary Marin

Sausalito, CA - USA

Monthly Salary: $ 90 - 105

Posted on: 14 hours ago

Vacancies: 1 Vacancy

Job Summary

Office Manager/Legal Secretary - Marin

The Office Manager/Legal Secretary provides direct legal secretarial support to one to two attorneys depending on office needs staffing ratios and coverage requirements. This hybrid role requires excellent multitasking organizational and communication skills along with the ability to manage competing priorities effectively.

Office Operations and Leadership

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
Ensure supervisory responsibilities are carried out in accordance with Firm policies and applicable employment laws
Maintain strict confidentiality in handling sensitive personnel client and Firm-related information
Monitor staff performance and draft performance evaluations and counseling documentation for HR review
Review and approve staff timecards to support accurate and timely semi-monthly payroll processing
Responsible for overseeing the annual renewal process for client contracts and legal service agreements.
Manage office budget planning and expense tracking

Administrative Coordination

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

Collaboration

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 Firms librarian

Team Building and Culture

Plan and coordinate staff events to foster engagement and collaboration
Encourage participation in Firmwide and HR-organized activities
Maintain positive communication with attorneys staff and Firmwide departments
Promote a professional and collegial office environment

Legal Secretary Duties

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
Provide backup and overflow coverage to other attorneys and staff as needed
Maintain confidentiality of all Firm client and personnel information

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
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

To Apply: Please email your resume to:

Craig Fleck

Vice President

Chelsea Search Group

1777 Laurelwood Way
Oceanside CA 92056

Required Experience:

Office Manager/Legal Secretary - MarinThe Office Manager/Legal Secretary provides direct legal secretarial support to one to two attorneys depending on office needs staffing ratios and coverage requirements. This hybrid role requires excellent multitasking organizational and communication skills alo...