Legal Administrative Assistant

Firm Description:

Our client is one of the world’s largest law firms, with over 4,000 attorneys across more than 40 countries. Known for its expansive global reach and full-service capabilities, the firm advises leading corporations, financial institutions, and governments on complex legal and business matters. Core practice areas include corporate and finance, litigation, intellectual property, real estate, tax, and regulatory affairs. The firm is recognized for its innovative approach, collaborative culture, and commitment to sustainability, diversity, and pro bono service.

Position Description:

Our client is a highly ranked international law firm who is seeking a Legal Administrative Assistant (LAA) to provide comprehensive administrative & clerical support to attorneys and their legal teams in their Corporate Transactional practice in their Palo Alto office. This role is critical to the smooth operation of legal and administrative functions and requires exceptional organization, attention to detail, flexibility, and the ability to manage multiple priorities in a fast‑paced environment.

Candidates will work closely with other legal support professionals and attorneys to ensure work is appropriately assigned, tracked, and completed on time. The role also requires strong technical proficiency, particularly with Microsoft Office and law‑firm‑related legal software platforms, as well as a willingness to adapt to evolving tools, including AI‑enabled technologies.

Location

This position is based in the firm’s Palo Alto office and offers a hybrid work environment where employees will work in the office 3 days a week and be able to work from home 2 days a week. Newly hired employees will be required to work in the office for the first 60 days to complete training & onboarding and gain familiarity with the team.

Responsibilities

• Provide practice‑specific administrative support to multiple associates, partners, and other attorneys (approx. 5 attorneys), applying an understanding of practice‑related tasks and priorities.
• Draft, edit, and proofread legal documents, correspondence, files, and presentations with a high level of accuracy and professionalism.
• Support information governance and records management efforts, including organizing and maintaining client and matter content in accordance with firm policies and assisting with matter close‑out activities.
• Serve as a liaison between attorneys/matter teams and information governance or records resources, as needed.
• Collaborate with other legal administrative or executive assistants on complex projects and provide guidance or delegation to legal support staff assisting with assignments.
• Track and manage assignments using the firm’s workflow tools, ensuring administrative tasks (including time entry and expense submissions) are completed accurately and on schedule.
• Oversee billing‑related matters, including approvals and prebill processing, and act as an attorney proxy to address billing questions and follow‑up as requested.
• Serve as a trusted point of contact for attorneys, handling confidential and sensitive matters with discretion and professionalism while delivering exceptional client service.

Desired Skills and Competencies

• Strong written and verbal communication skills, including the ability to communicate effectively via email and phone in the region’s primary language.
• Proficiency with Microsoft Office and familiarity with legal and document management software (plus if you have experience with iManage) and other commonly used within law firm environments (e.g., document management, billing, and workflow platforms).
• Ability to adapt to new technologies, including application upgrades and AI‑powered tools for document production, review, and research.
• Demonstrated flexibility, initiative, and willingness to learn in a high‑pressure, fast‑paced environment.
• Strong attention to detail, problem‑solving abilities, and sound judgment.
• Ability to collaborate effectively with attorneys and legal support teams.
• Experience working with workflow management tools and virtual collaboration platforms such as Zoom and Microsoft Teams.
• General familiarity with legal terminology, documentation, and best practices in a professional services or legal setting.

Education and Experience

• Candidate must have at least a high school diploma or GED.
• Candidates that have an Associate or Bachelor’s degree in Legal Studies, Paralegal Certification, Business Administration, or a related field are a plus but not required

Minimum Experience

• At least two years of experience in a legal, professional services, or similar office environment
• Candidates with experience in transactional law are a plus. Open to all candidates with solid work history, regardless of the area of law that they supported (for example: Corporate, Litigation, etc.)

Essential Job Expectations

• Communicate clearly and professionally with attorneys, clients, business professionals, and third parties.
• Deliver accurate, timely, and high‑quality work product.
• Meet deadlines and manage competing priorities effectively.
• Foster positive and collaborative working relationships.
• Comply with firm policies, procedures, and professional standards.
• Perform both sedentary and occasional physical tasks consistent with a professional office environment.
• Adapt to a fast‑paced workload and shifting demands.
• Perform additional duties or projects as assigned.