Administrative Assistant

Chapman and Cutler LLP is seeking to hire a Administrative Assistant to join our San Francisco office. The Administrative Assistant will work with other administrative and legal professionals in a collegial environment, performing a variety of clerical duties for attorneys and assisting with projects as directed by the Administrative Assistant Supervisor, Chief Support Services Officer, San Francisco Office Leader and supervising attorneys while maintaining positive contact with clients, attorneys, and staff and observing confidentiality of client matters. The position requires an in-office presence but includes flexibility for some remote work.

Responsibilities will include, but are not limited to the following:

• Reports to the office in a reliable and punctual manner.
• Works as part of a team to meet the document management, word processing and other administrative requirements of the Firm.
• Provides direct administrative,file management and word processing support to attorneys, including, but not limited to, time keeping, processing billing memos, expense reports, booking travel, document editingand blacklining, assistance with finalizing, execution and assembly of documents, locating and uploading documents to document management systems, preparing transmittal emails and packages/labels/envelopes for document distributions; preparing client engagement letters, client conflict waiver requests, new matter intake forms and presentations and reports for review by attorneys.
• Familiar with standard computer applications such as Microsoft Word, Excel and PowerPoint, Adobe Acrobat, DocuSign and comparison software and with electronic document management systems
• Works one-on-one with attorneys, paraprofessionals and administrative assistants for projects that require special or specific instruction. Ability to work independently on those tasks as directed.
• Displays competency while learning new tasks and processes, and ability to ask thoughtful questions to complete assignments.
• Exhibits understanding of how individual tasks affect other long-term projects and the department functioning as a whole.
• Creates and maintains closing sets (electronic and hard copy) and other client files in Firm and client document management systems. Handles incoming and outgoing mail and email as necessary.
• Receives clients and visitors; maintains good public relations with clients; observes confidentiality of attorney-client relationship; follows practice group guidelines for protecting client information.
• Makes appointments for attorney(s) and updates attorney and office calendar(s) using Firm software regarding meetings, conference calls, in-house meetings, travel, etc.
• Makes necessary travel arrangements; completes expense reports in a timely manner.
• Exhibits an understanding of, and properly utilizes, the Firm's reference materials, including training materials and internal online information. Respects the Firm's policies and procedures.
• Attends scheduled training sessions and utilizes information in daily work production.
• Attention to detail and ability to proofread material for consistency, grammatical, typographical and/or spelling errors.
• Is well organized, resourceful, motivated and has the ability to adjust to rapidly changing priorities.
• Communicates and follows instructions effectively from a diverse group of clients, attorneys, paraprofessionals and staff and provides information in person or by phone with courtesy and tact.
• Develops familiarity with Chapman and Cutler standard formatting and document production and document management procedures.
• Is proactive in establishing helpful working relationships with coworkers; shows initiative in seeking additional tasks to maintain steady workload.
• Assists in any other area of the Firm (or Office) as assigned.

Minimum Qualifications:

• At least five (5) years of experience in a professional environment.
• Prior law firm experience is preferred.
• Excellent typing skills, spelling, grammar and punctuation skills.
• Must have ability to use handbooks and other reference materials.
• Must be oriented toward teamwork.
• High degree of organization.
• Computer knowledge, Mac OS preferred.
• The ability to work collaboratively and to organize, prioritize and complete numerous tasks. Proficiency with Microsoft Office.
• Committed to following all Firm security protocols and maintaining information security.
• College degree preferred.
• Committed to following all Firm security protocols and maintaining information security

In accordance with the California Pay Transparency Law, the expected salary range for this San Francisco position is between $68,000 and $75,000. The benefits overview for this position is available for review at the below link.

Benefits Overview

To apply, please submit a cover letter and resume. All applicants will be considered; however, the hiring decision will be based on qualifications for the position.

Chapman and Cutler LLP is an Equal Opportunity Employer M/F/D/V/SO.