SummaryThe ideal candidate will have a minimum of three to five years' experience providing day to day administrative support to attorneys in various practice groups. This role provides high-level administrative support across multiple practice groups and operational departments, managing complex logistics, coordinating cross-functional projects, supporting timekeeping and billing processes, and delivering exemplary client service. This position requires you to be in the office four days a week and will be dependent based on business needs.
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 a good working relations with cluster mates and assist with overflow of work as needed.
- Perform additional duties as assigned.
Qualifications- 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.
ADA Requirements- Ability to sit at a desk most of the working day and walk short distances.
- Needs manual dexterity, speed and accuracy in handling office equipment.
- Ability to work efficiently and accurately in an atmosphere of frequent interruption.
- Ability to work in close proximity to other individuals.
- Must be able to lift, carry and move objects in excess of 15 lbs.
- Ability to carry light objects, e.g., files, small objects and supplies a short distance.
Employment StatusPay RangeUSD $100,000.00 - USD $115,000.00 /Yr.
Pay Range StatementThe salary range for this role represents the Firm's good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate's relevant experience, qualifications and location. Willkie offers a comprehensive suite of benefit programs to all eligible employees. A summary of available benefits can be found here in the Career section of the Firm's website.
California ApplicantsPursuant to the City of Los Angeles Fair Chance Initiative for Hiring Ordinance (FCIHO) and the San Francisco Fair Chance Ordinance, we will consider qualified applicant with arrest and conviction records.
