Office Manager/ Legal Secretary Job at Pacer Group in Sausalito

Director-Client Services, Delivery and Operations

JOB DESCRIPTION

Office Operations and Leadership

• 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

Administrative Coordination

• 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

Team Building and Culture

• 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

Legal Secretary Duties

• 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

Qualifications and Requirements

• 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); familiarity with document management systems such as iManage preferred
• 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

Physical Requirements

• Prolonged periods of sitting, with frequent standing and walking throughout the day
• Frequent use of a computer for reading, writing, and document preparation
• Clear verbal communication in both in‑person and telephone interactions
• Occasional bending, climbing, and kneeling as needed
• Fine motor coordination for tasks such as writing, typing, using a computer mouse, and operating office equipment
• Availability to work more than 40 hours per week, including overtime when necessary
• Capable of lifting up to 10 pounds

Seniority level Mid‑Senior level

Employment type Full‑time

Job function Legal

Industries Legal Services