Chelsea Search Group · 3 weeks ago
Office Manager/Legal Secretary - Marin
Sausalito, CA
Full-time
Hybrid
Senior Level
$90K/yr - $105K/yr
5+ years expChelsea Search Group is looking for an Office Manager/Legal Secretary to provide direct legal secretarial support to one to two attorneys. This hybrid role requires excellent multitasking, organizational, and communication skills, along with the ability to manage competing priorities effectively.
Human ResourcesRecruitingStaffing Agency
Responsibilities
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
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
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
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
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
Qualification
Required
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)
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
Preferred
Familiarity with document management systems such as iManage
Company
Chelsea Search Group
Chelsea Search Group offers recruiting and staffing services for legal, technical, and engineering roles.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase