Legal Executive Assistant

The role is hybrid but based in the Walnut Creek office, with an in office presence 2 times per week.

Step into a pivotal role within a dynamic team that supports high-profile clients in a fast-paced, collaborative environment. As a Legal Administrative Assistant, you’ll work closely with partners, associates, and paralegals, playing a key role in ensuring seamless operations and top-tier client experiences. From managing critical documentation and billing processes to coordinating with multiple stakeholders, this position offers variety, responsibility, and the chance to grow within a thriving legal practice.

The role is hybrid but based in the Walnut Creek office, with an in office presence two times per week. San Francisco-based candidates will also be considered. This role offers the opportunity to work from a remote location on days when in-person attendance is not required, and as agreed upon by the direct supervisor and assigned attorneys. It is an essential function of any hybrid role that the employee be available to come to the office if the need arises.

Responsibilities

• Run conflicts checks and prepare NBI forms for new matters, ensuring accuracy and timely submission for approval.
• Draft, format, and process multiple engagement letters daily, using established templates and customizing as needed.
• Save all engagement letters and related correspondence in iManage using dedicated naming convention.
• Review prebills, edit narratives, and coordinate with the billing coordinator.
• Draft and send customized client emails for invoices, referencing prior months as templates.
• Track and manage billing for high-profile clients, ensuring accuracy and professionalism.
• Submit and track expenses and reimbursements for the attorney.
• Update and maintain Google Docs for client deliverables.
• Proofread all outgoing correspondence for accuracy.
• Send finalized documents for signature via DocuSign.
• Manage virtual and physical mail, ensuring proper labeling, filing, and communication.
• Attend monthly Zoom calls with the Accounting team to review flat fee invoices.
• Prepare and send opinion and CPA letters, and coordinate related billing.
• Occasionally prepare Power of Attorney forms.
• Work with associates to prepare overnight mailings to the IRS.
• Track and send daily reminders to attorney for items needing attention.

Qualifications

• Bachelor's Degree.
• At least three years of relevant experience as a legal administrative assistant, especially with high-profile clients, is strongly preferred.
• Proficiency with Google Docs, iManage, DocuSign, and standard office software.
• Ability to handle confidential information with discretion.
• Excellent planning and organization skills, including the ability to manage a number of projects concurrently and strong attention to detail.
• Excellent communication and interpersonal skills; positive and driven attitude.
• Team player with ability to work both independently and collaboratively.

Salary

Hanson Bridgett offers a competitive salary and benefits package. The annual salary for this California-based role is anticipated to be in the area of $100,000.00 – $120,000.00, and represents the firm’s good faith and reasonable estimate of possible compensation at the time of posting. Actual compensation is negotiable, and will depend upon a number of factors, including but not limited to the candidate’s years of experience, qualifications, and skill set.