Office Manager/Legal Secretary

Job Description

Job Description

Job Summary

Under the direction of the Partner in Charge, the Office Manager/Legal Secretary is responsible for overseeing the overall administrative management and day-to-day operations of the Marin office. This role plays a key part in fostering a professional, efficient, and collaborative work environment. The Office Manager/Legal Secretary leads and supports non-attorney staff, ensures that attorneys receive timely and effective administrative support, and proactively coordinates resources to meet the needs of the office. Acting as a central point of contact between the Sacramento office and Firmwide departments, this role is instrumental in maintaining consistent operational excellence and upholding the Firm’s policies, procedures, and high standards of service.

The Office Manager/Legal Secretary also 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.

Essential Duties

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 Firm’s 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
• 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.
• Abilit 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