Legal Practice Coordinator

Pillsbury Winthrop Shaw Pittman LLP•San Francisco, CA

10d•$105,000 - $120,000

About The Position

The San Francisco office of Pillsbury Winthrop Shaw Pittman has an immediate opening for a Corporate & Securities Legal Practice Coordinator. Primary Responsibilities Provide comprehensive legal secretarial and administrative support to partners and non-partner attorneys, adapting to changing business needs. Serve as backup support for other Legal Practice Coordinators during planned and unplanned absences. Draft, format, proofread, and revise complex legal documents, including board minutes, corporate resolutions, governance documents, contracts, agreements, and closing documents. Manage and maintain organized electronic filing systems using the firm’s records management platform; review and update administrative files regularly. Assist attorneys with matter lifecycle management, including engaging new clients, opening matters, and drafting engagement letters. Coordinate conflict checks and ensure timely matter setup. Enter attorney time in accordance with firm billing practices; liaise with billing personnel to facilitate timely review of monthly statements and client invoicing. Prepare check requests and coordinate vendor payments as needed. Arrange travel and process expense reimbursements promptly and accurately. Exercise sound judgment and maintain strict confidentiality in all matters. Demonstrate strong organizational skills to manage multiple priorities in a fast-paced environment. Communicate professionally and effectively with clients and all levels of legal staff, demonstrating poise and discretion. Provide proactive support to ensure the corporate team is well-prepared to deliver exceptional client service. Ability to work overtime as required and assume additional responsibilities as assigned.

Requirements

Education: High school diploma required; a Bachelor's degree is strongly preferred for this level of position in a Big Law setting.
Experience: 3–5 years of recent, high-level administrative experience as a Legal Secretary.
Practice Area: Proven experience supporting attorneys in Corporate, Transactional, or Securities Law within a large law firm is a significant advantage.
Technical Proficiency & Systems Core Software Mastery: Advanced proficiency in the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), particularly advanced document formatting and Adobe Acrobat Professional.
Firm Systems: Extensive experience with electronic document management systems (DMS) such as iManage, NetDocs, or similar platforms.
Financial/Time Systems: Familiarity with time-entry tools and billing software; experience with Aderant or Elite is a plus.
Generative AI: Demonstrated familiarity with and ability to use generative AI tools (e.g., Microsoft Copilot, ChatGPT, or firm-specific legal AI platforms) for ethical, administrative, and document-related tasks, including: Drafting routine correspondence. Summarizing long documents or meeting notes.
Attention to Detail: Exceptional attention to detail and organizational precision crucial for accurate version control, file management, and tracking complex corporate transaction documents.
Communication: Excellent written and verbal communication skills with the ability to serve as a professional liaison for internal staff, clients, and outside counsel.
Work Style: Strong organizational abilities, proven capacity to manage shifting deadlines and priorities in a high-volume, fast-paced environment.
Interpersonal Skills: Demonstrated ability to work independently and collaboratively, possessing excellent interpersonal skills to build effective working relationships.

Nice To Haves

Practice Area: Proven experience supporting attorneys in Corporate, Transactional, or Securities Law within a large law firm is a significant advantage.
Financial/Time Systems: Familiarity with time-entry tools and billing software; experience with Aderant or Elite is a plus.

Responsibilities

Provide comprehensive legal secretarial and administrative support to partners and non-partner attorneys, adapting to changing business needs.
Serve as backup support for other Legal Practice Coordinators during planned and unplanned absences.
Draft, format, proofread, and revise complex legal documents, including board minutes, corporate resolutions, governance documents, contracts, agreements, and closing documents.
Manage and maintain organized electronic filing systems using the firm’s records management platform; review and update administrative files regularly.
Assist attorneys with matter lifecycle management, including engaging new clients, opening matters, and drafting engagement letters.
Coordinate conflict checks and ensure timely matter setup.
Enter attorney time in accordance with firm billing practices; liaise with billing personnel to facilitate timely review of monthly statements and client invoicing.
Prepare check requests and coordinate vendor payments as needed.
Arrange travel and process expense reimbursements promptly and accurately.
Exercise sound judgment and maintain strict confidentiality in all matters.
Demonstrate strong organizational skills to manage multiple priorities in a fast-paced environment.
Communicate professionally and effectively with clients and all levels of legal staff, demonstrating poise and discretion.
Provide proactive support to ensure the corporate team is well-prepared to deliver exceptional client service.
Ability to work overtime as required and assume additional responsibilities as assigned.