Administrative Assistant Job at Cole-Frieman & Mallon LLP in Oakland

Overview

Cole-Frieman & Mallon LLP is a prestigious boutique law firm based in San Francisco with a robust national practice, representing hedge fund managers, venture fund managers, and other asset managers. Our firm has the largest hedge fund practice in California and launches 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 position is essential to the smooth operation of our firm and requires an individual who is proactive, detail-oriented, and comfortable working in a fast-paced, collaborative environment.

Work Location & Schedule

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

Base pay range

$55,000.00/yr - $80,000.00/yr

Compensation

Compensation Range: $55,000 - $80,000 annually. We offer a competitive salary, paid time off, paid holidays, and a comprehensive benefits package, including medical, dental, and a 401(k) plan.

Key Responsibilities

• Provide executive and general administrative support to firm partners and staff.
• Manage complex, high-volume calendars across multiple time zones, ensuring seamless scheduling and coordination of 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 company events, meetings, and special projects.
• Provide technical support, including basic setup, installation, delivery, and maintenance of firm software and hardware (desktops, laptops, scanners, printers, phones).
• Assist with the setup, modification, and maintenance of the telephone system.
• Troubleshoot in-office technical issues and coordinate with IT as necessary.
• Collaborate effectively within a multi-support team, adapting to changing demands and priorities.
• Handle additional administrative tasks and special projects as assigned by management.
• Manage administrative 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 and prioritization skills; ability to handle multiple concurrent assignments and meet deadlines in a high-pressure environment.
• Acute attention to detail and excellent proofreading abilities.
• Strong writing and verbal communication skills; ability to communicate clearly, concisely, 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.
• Proven ability to maintain professionalism and composure 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.

Benefits & Other Information

We offer paid time off, paid holidays, and a comprehensive benefits package, including medical, dental, and a 401(k) plan. CFM is an equal opportunity employer. We are dedicated to attracting, developing, and retaining a diverse community of professionals and value what potential candidates can contribute to our firm.

How to Apply

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

Seniority level

Not Applicable

Employment type

Full-time

Job function

Administrative

Industry

Law Practice

Note: This description focuses on responsibilities, qualifications, and benefits relevant to the Administrative Assistant role at Cole-Frieman & Mallon LLP. It omits non-essential site notices and extraneous postings.