Van Ness Feldman is seeking a proactive, detail-oriented Legal/Administrative Assistant to support our California office. This role is essential to the smooth operation of our legal and administrative functions, requiring strong organizational skills, excellent communication, and the ability to maintain confidentiality in all matters. The ideal candidate is a collaborative team player who thrives in a dynamic legal environment and demonstrates a high level of initiative and professionalism.
Key Responsibilities
Legal & Administrative Support
- Provide day-to-day administrative support to attorneys and legal professionals.
- Proofread documents for accuracy, clarity, grammar, and spelling.
- Learn and apply litigation procedures with firm-provided training; assist in maintaining case files and litigation indexes.
- Manage incoming calls, schedule appointments, coordinate meetings and video conferences, and arrange travel.
- Handle administrative tasks independently and follow up on action items on behalf of attorneys.
- Accurately enter and proof attorney time entries; ensure proper assignment of client and matter numbers.
- Ensure strict adherence to confidentiality protocols.
Office & Facilities Management
- Oversee the daily operations and administrative functions of the California office.
- Manage physical records and off-site storage, ensuring compliance with the firm’s Records Retention Policy.
- Open, sort, and route incoming mail; arrange for FedEx and other courier services.
- Order office supplies, snacks, and other essentials, seeking cost-effective solutions and streamlining procurement processes.
- Maintain cleanliness and organization of the kitchen and supply areas.
- Serve as the point of contact for vendors regarding office maintenance, security, custodial needs, and equipment repair.
- Coordinate maintenance and service for office equipment (e.g., copiers, shredders).
- Track and reconcile corporate card receipts regularly.
Hospitality & Coordination
- Manage conference room and kitchen calendars; support hospitality logistics including room setup and meal orders.
- Develop and maintain emergency safety procedures for the office, including CPR and defibrillator use; ensure all employees are informed of emergency protocols.
Collaboration & Communication
- Foster effective communication with colleagues, clients, vendors, and subtenants.
- Exercise sound judgment and discretion in all interactions.
- Complete assignments on time and handle other duties/projects as assigned.
Position Details
- Location: Onsite (Lafayette, California Office)
- This job is temporary with possibility of transitioning into a more permanent position
- Schedule: 7.5-hour workday, Monday through Friday
- Overtime: Flexibility to work additional hours as needed
Qualifications
- Minimum of 2 years of administrative experience in a professional setting (legal experience preferred).
- Associate’s or Bachelor’s degree preferred.
- Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
- Exceptional written and verbal communication skills.
- Strong organizational, multitasking, and time-management abilities.
- Ability to manage sensitive and confidential information with integrity.
- Self-starter with a service-oriented mindset and attention to detail.
This role is ideal for a candidate who enjoys variety in their workday, is committed to supporting a high-functioning legal team, and takes pride in maintaining a professional and well-run office environment.
