Administrative Assistant-San Francisco
Willkie Farr & Gallagher
San Francisco, CA · Posted November 4, 2026
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How AI is used in this kind of work
Among secretaries and administrative assistants, except legal, medical, and executive, AI is already used for a large share of the tasks. Measured exposure for secretaries and administrative assistants, except legal, medical, and executive: 45% (high).
Share of this job’s tasks that AI is already used for at work, from real usage. It is not a forecast of job loss, and a low number means no use seen yet. Source: Anthropic Economic Index.
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About the job
San Francisco, CA
Summary
A premier, global law firm seeks an Administrative Assistant for its San Francisco office to provide day-to-day administrative support to attorneys in the Litigation practice group. The firm is an elite international law firm of approximately 1,300 lawyers located in 16 offices in six countries. This role provides high-level administrative support managing complex logistics, federal and state filings, coordinating cross-functional projects, supporting timekeeping, and delivering exemplary client service. The position requires being in the office two times a week.
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 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.
Compensation: $90,000.00-$110,000.00, plus bonus