Administrative Assistant - San Francisco

Willkie Farr & Gallagher LLP•San Francisco, CA

5d•Hybrid

About The Position

Willkie Farr & Gallagher LLP is looking for an Administrative Assistant to join the San Francisco office. Willkie is an elite international law firm of approximately 1,300 lawyers located in 16 offices in six countries. The ideal candidate will have a minimum of three to five years’ experience providing day to day administrative support to attorneys in the Litigation practice group. This role provides high-level administrative support managing complex logistics, federal and state filings, coordinating cross-functional projects, supporting timekeeping, and delivering exemplary client service. This position requires you to be in the office two times a week. At Willkie, we believe great people are the key to our success. As such, we are offering a highly competitive compensation package with exceptional benefits. If you are looking to work in a friendly, collaborative environment that affords unique opportunities to expand your professional development, this role is for you.

Requirements

3–5 years’ experience providing administrative support to litigation attorneys in a law firm.
Experience with filing in federal and other courts required.
Proficient in Microsoft Office Suite required, specifically with Outlook, Word and PowerPoint.
Proficiency in all firm technology including Cisco Jabber, Zoom, Intapp and iManage; adapts quickly to new technologies.
Strong written and verbal communication and professional client service skills across all levels of firm personnel.
Highly organized with excellent time management, accuracy, and attention to detail; performs well in a fast-paced, deadline-driven environment and anticipates needs effectively.
Works independently and collaboratively; handles pressure and shifting priorities.
Demonstrated discretion and sound judgment with sensitive and confidential information.

Responsibilities

Manage complex attorney calendars; coordinate deadlines, filings, and follow-up reminders.
Balance multiple concurrent matters and execute scheduling and logistics with precision.
Greet clients and visitors, escort them to the appropriate location, and ensure a professional, welcoming experience.
Serve as primary client contact in person and by phone; maintain clear communication with clients, attorneys, and staff.
Provide administrative support: draft/ proofread correspondence and legal documents; prepare engagement letters; create and maintain legal files and indices.
Handle time entry; manage matter intake, conflict checks, and opening/closing procedures.
Prepare, process, and track client billing in collaboration with attorneys, clients, and the accounting department; maintain standardized matter lists (including client/matter numbers, descriptions, function codes, and related data) and ensure accuracy and completeness of billing information.
Process expenses and ensure timely and accurate entry.
Arrange travel and meetings, including calls and calendar appointments and meeting materials
Support business development: coordinate with the Marketing department on materials, attorney bios, client packets; manage CRM/contact lists and outreach tracking.
Collaborate with Word Processing, Billing, Office Services, IT and other departments to resolve administrative needs.
Assist with onboarding for new attorneys and staff, including scheduling and materials preparation.
Maintain good working relations with cluster mates and assist with overflow of work as needed.
Perform additional duties as assigned.