Cole-Frieman & Mallon LLP is hiring: Administrative Assistant in Oakland

Overview

Cole-Frieman & Mallon LLP (CFM) is a boutique law firm based in San Francisco with a robust national practice, representing hedge fund managers, venture fund managers, and other asset managers. The firm has the largest hedge fund practice in California and supports the launch of around 300 funds each year. We are seeking an Administrative Assistant to provide comprehensive office, technical, and administrative support at our Oakland (Rockridge) office. This role is essential to the smooth operation of the firm and requires a proactive, detail-oriented individual who thrives in a fast-paced, collaborative environment.

Work Location & Schedule:

• Oakland (Rockridge) Office: Onsite, Monday to Friday, 8:30 AM to 4:30 PM.

Compensation

Base pay range: $55,000.00/yr - $80,000.00/yr. Compensation range: $55,000 - $80,000 annually. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Direct message the job poster from Cole-Frieman & Mallon LLP

Key Responsibilities

• Provide executive and general administrative support to firm partners and staff.
• Manage complex, high-volume calendars across multiple time zones; coordinate meetings, events, and travel.
• Act as a liaison for partners, clients, and visitors; receive and assist firm clients and guests.
• Prepare, review, and respond to correspondence; draft reports, presentations, and meeting materials.
• Maintain and organize files, records, and confidential information with discretion.
• Assist with data entry, including partners’ billable hours and client matter processing.
• Conduct research on entities and personnel; run client and firm reports as needed.
• Assist in planning and executing firm events, meetings, and special projects.
• Provide technical support, including setup, installation, and maintenance of firm software and hardware.
• Assist with setup, modification, and maintenance of the telephone system; troubleshoot in-office technical issues with IT coordination.
• Collaborate effectively within a multi-support team and adapt to changing priorities.
• Handle additional administrative tasks and special projects as assigned; manage tasks for both the San Francisco and Rockridge offices as needed.

Qualifications

• Bachelor’s degree in business administration or a related field.
• At least 1 year of prior experience in mid- to senior-level administration, business, management, or related fields.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, Adobe Acrobat, and MS Teams scheduling).

Preferred Qualifications

• Excellent time management, prioritization, and ability to handle multiple assignments in a high-pressure environment.
• Acute attention to detail and strong proofreading abilities.
• Strong writing and verbal communication skills; ability to communicate clearly and diplomatically.
• Strong problem-solving and analytical skills; ability to oversee challenging matters and adapt to workflow changes.
• Ability to install and maintain electronic and computer equipment.
• Demonstrated initiative, ability to work independently, and lead projects when necessary.
• Ability to work collaboratively with diverse personalities and communication styles; maintain professionalism under pressure.
• Adaptability to changing demands and priorities.
• Prior law firm experience is a plus; experience with TABS billing software is a definite plus.
• Experience handling confidential and non-routine information with discretion.
• A desire to work in a collaborative, high-performing team environment.

Additional Information

CFM is an equal opportunity employer. We are dedicated to attracting, developing, and retaining a diverse community of professionals and are proud of each team member’s role in offering distinguished service to our clients.

To apply, send your resume, cover letter, and any questions about the post to: careers@colefrieman.com.