Office Manager/Legal Secretary

ATKINSON ANDELSON LOYA RUUD & ROMO APC•Sausalito, CA

10d•$90,000 - $105,000

About The Position

Overall, Job Duties: 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 Sacramento 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.

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
Prolonged periods of sitting, with frequent standing and walking throughout the day
Frequent use of a computer for reading, writing, and document preparation
Clear verbal communication in both in-person and telephone interactions
Occasional bending, climbing, and kneeling as needed
Fine motor coordination for tasks such as writing, typing, using a computer mouse, and operating office equipment
Availability to work more than 40 hours per week, including overtime when necessary
Capable of lifting up to 10 pounds

Responsibilities

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
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
Maintain positive communication with attorneys, staff, and Firmwide departments
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
Provide backup and overflow coverage to other attorneys and staff as needed
Maintain confidentiality of all Firm, client, and personnel information