Job Title: Legal Office Manager / Secretary

Location: Sausalito, CA 94965

Salary/Payrate: $95K - $105K + bonus and AWESOME benefits!!!

Work Environment: Onsite

Term: Permanent / Fulltime

Bachelor’s degree required: No

Referral Fee: AMS will pay $500 should the person you refer gets hired

JOB DESCRIPTION

#LI-SD1

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 Marin 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.

Office Operations and Leadership

• 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

Administrative Coordination

• 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

Collaboration

• 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

Team Building and Culture

• 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

Legal Secretary Duties

• 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

Additional duties may be assigned as required to meet business needs.

Qualifications and 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