administrative & office manager / lead coordinator

administrative assistant - investment firm

administrative assistant, preconstruction

law firm operations/administrative assistant

administrative assistant Jobs in San Francisco

administrative assistant

administrative & office manager / lead coordinator Jobs in San Francisco

administrative assistant - investment firm Jobs in San Francisco

administrative assistant, preconstruction Jobs in San Francisco

law firm operations/administrative assistant Jobs in San Francisco

administrative assistant preconstruction

Nibbi Brothers General Contractors

<div>
 
 
 Nibbi Summary
 
 
 
 Nibbi Brothers has been a member of the Bay Area&rsquo;s construction community since 1950. The Company is known for integrity, innovation, quality and contributions to the communities in which it works. Our projects range in size from $5 million to over $200 million.
 
 
 Nibbi provides its people with comprehensive benefits and opportunities for career development. We encourage continuing education at all levels. We are proud of our friendly, family culture that is based on respect, collaboration and a strong work/life balance. Our safety program often exceeds federal and state requirements, prioritizing the wellbeing of people who work on or near our projects.
 
 
 
 
 
 
 Position Summary
 
 
 
 The Preconstruction Department is responsible for preparing estimates and budgets for prospective clients in the pursuit of new work. Upon project award, the department sets projects up for successful execution before construction starts. The team manages the planning, pricing, risk, schedule, and client alignment needed to move a project from concept to construction.
 
 
 The Preconstruction Administrative Assistant provides administrative and coordination support to the Preconstruction &amp; Estimating Department. This role focuses on document management, data accuracy, and day-to-day administrative tasks that help keep preconstruction activities organized and moving forward.
 
 
 This is a non-exempt, office-based position located in San Francisco and reports to the Senior Preconstruction Manager. The ideal candidate will have prior administrative experience, strong attention to detail, and the ability to support multiple workflows in a fast-paced office environment.
 
 
 
 
 
 
 Essential Functions
 
 
 <ul>
 <li>
 Provide reliable administrative and clerical support to the Preconstruction &amp; Estimating team.
 </li>
 <li>
 Maintain organized, accurate, and up-to-date records and files.
 </li>
 <li>
 Support department workflows by tracking tasks and deadlines.
 </li>
 <li>
 Communicate effectively with internal teams, subcontractors, and external partners.
 </li>
 </ul>
 
 
 
 
 
 Responsibilities
 
 
 <ul>
 <li>
 Maintain and organize departmental data, files, and document control systems.
 </li>
 <li>
 Set up, manage, and archive project folders according to established standards.
 </li>
 <li>
 Prepare and distribute bid instructions, bid forms, scopes, and related correspondence.
 </li>
 <li>
 Assist with bid outreach and coordination, including required forms and postings for municipal bids.
 </li>
 <li>
 Send bid requests and budget requests to subcontractors and vendors.
 </li>
 <li>
 Support subcontractor approval and prequalification processes under direction, including data entry and tracking.
 </li>
 <li>
 Coordinate with the Contract Administrator to support timely execution of subcontract agreements.
 </li>
 <li>
 Assemble administrative portions of estimate packages, proposals, and client presentations.
 </li>
 <li>
 Submit builder&rsquo;s risk requests and track confirmations.
 </li>
 <li>
 Process invoices and assist with basic cost tracking for the department.
 </li>
 <li>
 Schedule meetings, trainings, and appointments; prepare agendas and meeting materials as needed.
 </li>
 <li>
 Provide general administrative support, including correspondence, scanning, filing, and follow-up.
 </li>
 <li>
 Assist with department events and company initiatives.
 </li>
 <li>
 Perform other administrative duties as assigned.
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 High school diploma required; additional coursework or an associate or bachelor&rsquo;s degree is a plus
 </li>
 <li>
 Minimum of two years of prior administrative or office support experience, preferably in construction, real estate, or a related industry
 </li>
 <li>
 Strong organizational skills with the ability to manage multiple tasks and deadlines
 </li>
 <li>
 High level of attention to detail and accuracy
 </li>
 <li>
 Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)
 </li>
 <li>
 Strong written and verbal communication skills
 </li>
 <li>
 Dependable, professional, and comfortable working in a team-oriented office environment
 </li>
 </ul>
 
 
 
 
 
 Preferred Qualifications
 
 
 <ul>
 <li>
 Experience supporting construction or preconstruction teams
 </li>
 <li>
 Familiarity with document management or project tracking systems
 </li>
 <li>
 Exposure to software such as Procore, BuildingConnected, TradeTapp, or similar tools
 </li>
 </ul>
 
 
 
 
 
 Physical Demands
 
 
 
 The physical demands described here are representative of those that must be met, with or without reasonable accommodation, to successfully perform the essential functions of this position. Duties generally involve:
 
 <ul>
 <li>
 Sitting for extended periods of time
 </li>
 <li>
 Using hands and fingers to operate office equipment and computers
 </li>
 <li>
 Hearing and speaking at normal office levels
 </li>
 <li>
 Lifting up to 25lbs occasionally
 </li>
 </ul>
 
 
 
 
 
 Compensation &amp; Benefits
 
 
 
 Nibbi offers a comprehensive benefits package, including:
 
 <ul>
 <li>
 Medical, dental, and vision coverage
 </li>
 <li>
 Flexible spending plans
 </li>
 <li>
 Life and supplemental insurance
 </li>
 <li>
 401(k) with employer match
 </li>
 <li>
 Paid time off and holidays
 </li>
 <li>
 Incentive compensation bonus
 </li>
 <li>
 Educational reimbursement and student loan repayment assistance
 </li>
 </ul>
 
 
 
 
 The expected salary range for this role is between $85,000 and $95,000 annually, depending on experience.
 
 
 
 
 
 Nibbi Brothers is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status or any other personal characteristic protected by law. Employment decisions are made based on qualifications, merit, and business need. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
 
 
 
 
 
 Must be authorized to work in the US now and in the future without employer sponsorship. Nibbi Brothers uses E-Verify.
 
 
 
 
 
 Contractor&rsquo;s License #757362
 
 
 
 
 
 
 
 Courtesy Notice to External Recruiters
 
 
 
 
 
 Nibbi partners with external recruiters occasionally. We are open to working with others, provided our policy is followed:
 
 
 <ul>
 <li>
 
 If you have a
 
 qualified
 
 candidate for
 
 a posted position
 
 , contact HR@Nibbi.com.
 
 </li>
 <li>
 
 Do not send candidate information to anyone outside of HR. You will not be considered the source of the candidate unless you work with HR.
 
 </li>
 </ul>
</div>

Administrative Assistant, Preconstruction

Addison Group

<div>
 
 
 Job Title:
 
 Administrative Assistant / Office Coordinator
 
 
 
 Location (city, state):
 
 San Francisco, CA (100% onsite)
 
 
 
 Industry:
 
 Professional Services / Consulting
 
 
 
 Pay:
 
 $85,000 &ndash; $97,000 annually + overtime eligibility + bonus potential
 
 
 
 Benefits:
 
 This position is eligible for medical, dental, vision, and 401(k).
 
 
 
 
 
 
 About our client:
 
 
 
 Addison Group is partnering with a well-established professional services firm to hire an Administrative Assistant / Office Coordinator for their San Francisco office. This is a highly interactive, visible role that supports both daily office operations and leadership team needs. The organization fosters a collaborative, feedback-driven environment with strong opportunities for long-term growth, including advancement into an Executive Assistant role.
 
 
 
 
 
 
 Job Description:
 
 
 
 This position combines administrative support with office coordination responsibilities, serving as a key resource for both employees and visitors. The ideal candidate is organized, personable, and energized by working in a fast-paced, team-oriented, fully onsite environment.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Act as the primary point of contact for the office, greeting guests and maintaining a professional environment
 </li>
 <li>
 Coordinate office operations including supplies, vendor relationships, and general workplace organization
 </li>
 <li>
 Provide administrative support such as scheduling meetings, managing calendars, and coordinating travel logistics
 </li>
 <li>
 Process expense reports and assist with routine administrative tasks
 </li>
 <li>
 Support planning and execution of office events and team activities
 </li>
 <li>
 Assist with onboarding new hires and general HR/administrative projects
 </li>
 <li>
 Partner with internal stakeholders to ensure smooth day-to-day operations
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 2&ndash;4+ years of administrative, office support, or similar experience
 </li>
 <li>
 Strong organizational skills with the ability to manage multiple priorities
 </li>
 <li>
 Excellent communication skills, both written and verbal
 </li>
 <li>
 Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
 </li>
 <li>
 High level of professionalism with a proactive, &ldquo;can-do&rdquo; attitude
 </li>
 <li>
 Comfortable working onsite five days per week
 </li>
 <li>
 Local to the San Francisco area with a reasonable commute
 </li>
 </ul>
 
 
 
 
 
 Preferred:
 
 
 <ul>
 <li>
 Experience supporting executives or senior leaders
 </li>
 <li>
 Exposure to office management or operations responsibilities
 </li>
 <li>
 Familiarity with collaboration tools such as Teams or Zoom
 </li>
 <li>
 Bachelor&rsquo;s degree or equivalent experience
 </li>
 </ul>
 
 
 
 
 
 Additional Details:
 
 
 <ul>
 <li>
 Schedule: Monday&ndash;Friday, standard business hours (8:00 AM &ndash; 5:00 PM)
 </li>
 <li>
 Flexibility required for occasional early or late hours (overtime paid at 1.5x)
 </li>
 <li>
 Fully onsite role with no current hybrid option
 </li>
 <li>
 Interview process includes multiple rounds (virtual and onsite)
 </li>
 <li>
 Background check required
 </li>
 <li>
 Professional references will be requested
 </li>
 </ul>
 
 
 
 
 
 Perks:
 
 
 <ul>
 <li>
 High-visibility role with direct interaction with leadership
 </li>
 <li>
 Opportunity for career growth into an Executive Assistant position
 </li>
 <li>
 Dynamic, people-facing work environment
 </li>
 <li>
 Collaborative and team-oriented office culture
 </li>
 <li>
 Overtime earning potential and bonus opportunity
 </li>
 </ul>
 
 
</div>

Office Administrative Assistant

Cambridge Associates

<div>Firm Overview:
Cambridge Associates (&ldquo;CA&rdquo;) is a leading global investment firm. CA&rsquo;s goal is to help endowments &amp; foundations, pension plans, and ultra-high net worth private clients implement and manage custom investment portfolios that generate outperformance so that they can maximize their impact on the world. Cambridge Associates delivers a range of services, including outsourced CIO, non-discretionary portfolio management, and investment consulting.
Headquartered in Boston, Massachusetts, CA has offices in key markets in North America, the United Kingdom, Europe, Asia, and Oceania. Our worldwide teams ensure our clients benefit from decades of global presence, local expertise, and relationships with the top global investment managers across the world. For more information, please visit www.cambridgeassociates.com .
Job Description Summary:
Position Overview
 
The Senior Team Assistant will perform a wide variety of administrative functions to an assigned
 
group, which may include Investment Directors, Investment Associates, and department staff. In
 
addition, a Senior Team Assistant will take on high-level duties such as conducting research, creating
 
materials, preparing correspondence, and special projects. The Senior Team Assistant will respond to
 
information requests, exhibit excellent judgement, think outside the box, and consistently seek to
 
contribute to those he/she supports, our clients, and the firm at large by assuming greater
 
responsibilities. The Senior Team Assistant may also mentor staff and take on leadership roles.
Job Description: 
<div> 
Principal Duties
 
<ul><li>Works closely and effectively with Investment Directors and Investment Team to keep them
</li></ul>well informed of commitments and responsibilities, informing them of conflicts, and
 
following up proactively
 
<ul><li>Extensive calendar management: schedule many internal and external meetings involving
</li></ul>heavy coordination with internal staff
 
<ul><li>Make complex and detailed travel arrangements using travel agency and Neo (online travel
</li></ul>booking tool)
 
<ul><li>Manage multiple tasks with a high degree of efficiency and discretion
</li><li>Support marketing efforts and researching backgrounds and bios when needed
</li><li>Work with Catering Manager or OS catering support team to support onsite Client and team
</li></ul>meetings
 
<ul><li>Provide administrative support to several Investment Directors and Investment Team:
</li></ul>o Create and maintain Box files on behalf of the team
 
o Schedule conference rooms, provide internal and external meeting support in Outlook
 
and in person
 
o Serve as a virtual support resource for MS Teams, Webex and Zoom as needed and on
 
behalf of Investment Team
 
o Monitor MS Teams Channels for team requests
 
o Research information via CA Home and Internet
 
o Prepare and reconcile timesheets, expense reports, and Amex statements
 
o Schedule manager meetings involving coordination with meeting planners
 
o Pull manager comments, manager quarterly letters, and factsheets for Investment
 
Team as needed
 
o Maintain Client Contacts in CRM Dynamics
 
o Organize and manage business contacts in Outlook on behalf of Investment Directors
 
Senior Team Assistant
 
o Communicate and ensure the Firm&rsquo;s standards for formatting are applied to all
 
correspondence, presentations, and materials
 
o Prepare materials for yearly conferences and speaking engagements
 
o Prepare FedEx labels for shipment
 
<ul><li>Provide coverage for Investment Directors and management staff during administrative team
</li></ul>member absences
 
<ul><li>Works closely with Administrative Manager to mentor and train team members
</li><li>May perform special projects and assume certain responsibilities as assigned by the
</li></ul>Administrative Manager or Practice Management Teams
 
Qualifications
 
<ul><li>4 or more years of administrative/secretarial experience.
</li><li>Advanced knowledge of MS Word, Excel (levels 1 and 2), PowerPoint, and Outlook is
</li></ul>required. Experience with Adobe Acrobat is preferred.
 
<ul><li>Knowledge of Box, Concur, MS Dynamics, MS Teams, Oracle, WebEx a plus
</li><li>Proactive approach to problem solving with strong decision-making capabilities
</li><li>Ability to multi-task and prioritize multiple requests
</li><li>Excellent organizational skills and attention to detail
</li><li>In depth knowledge of administrative procedures and tools
</li><li>Ability to use resources efficiently and effectively
</li><li>Eagerness to learn and ability to work independently while being a team player
</li><li>Exhibits initiative to forge productive cross-team/department relationships with members
</li></ul>who are high frequency touch points
 
<ul><li>Excellent writing and proofreading skills with an emphasis on accuracy, spelling, punctuation,
</li></ul>and grammar
 
<ul><li>Strong verbal skills with ability to listen and mentor others
</li><li>Must be able to maintain a high degree of confidentiality
</li><li>Ability to communicate effectively cross-office, with clients and other CA departments and
</li></ul>interact effectively in a service-oriented environment.
</div>Base salary range for this role:
Pay Range Minimum:
81070
Pay Range Maximum:
105380
In addition to the listed salary range, this position is eligible for an annual performance-based bonus and a comprehensive, competitive benefits package. Actual placement within the stated salary range will be determined based on factors such as skills, experience, and qualifications, as well as internal equity.
The firm is committed to the concept and practice of equal employment opportunity and will not discriminate against any employee or applicant on the basis of race, color, religion, age, sex, national origin, sexual orientation, gender identity, disability, or veteran status. It is expected that all employees will follow a similar policy toward their co-workers.</div>

Senior Team Assistant

Alison Brown Placement Specialists, LLC

<div>
 
 
 Assistant in the Office of the CEO
 
 
 
 
 
 
 We are seeking an experienced, highly organized and high-level Assistant to support the Office of the Chief Executive Officer of a rapidly scaling artificial intelligence startup focused on applying advanced AI to engineering, manufacturing, and real-world systems. The company launched with significant funding and has assembled top technical talent from leading AI organizations, building toward breakthrough applications across computing, automotive, aerospace, and other industries.
 
 
 
 
 
 In this role you will support the CEO with calendaring, managing travel details and transportation logistics, expense reporting, hosting guests and being an office team player.
 
 Role is fully in-office in San Francisco and salary is around $130K+, plus bonus, equity, and benefits.
 
 
 
 
 
 
 
 Responsibilities
 
 
 
 
 
 <ul>
 <li>
 Manage complex, heavy calendaring with meeting logistics, including agendas, dial-in details, room reservations and all supporting materials
 </li>
 <li>
 Coordinate travel arrangements for the CEO and team members, including flights, accommodations, ground transportation, expense reporting and remote support
 </li>
 <li>
 Organize internal executive meetings and coordinate with external guests or partners
 </li>
 <li>
 Own information flow and administrative systems for the CEO office, ensuring clarity, accessibility and timely updates
 </li>
 <li>
 Adapt to help cross-functional teams as needed on high-priority projects
 </li>
 <li>
 Collaborate closely with the Chief of Staff to anticipate needs, track priorities, and manage high volumes of information and change
 </li>
 </ul>
 
 
 
 
 
 Requirements
 
 
 
 
 
 <ul>
 <li>
 3-6 years' proven experience as an Executive or high-level Administrative Assistant in a high-growth technology environment
 </li>
 <li>
 Client services (HNWI) support experience
 </li>
 <li>
 Exceptional organizational skills and ability to manage shifting priorities with ease
 </li>
 <li>
 Strong communicator with excellent judgment and professionalism
 </li>
 <li>
 Travel coordination and logistics experience at the executive level
 </li>
 <li>
 Comfortable working onsite, full-time in San Francisco
 </li>
 <li>
 Demonstrated ability to work under pressure
 </li>
 </ul>
 
 
</div>

Administrative Assistant

Terrestris Global Solutions

<div>Are you looking for a Challenge? Looking for an innovative organization and the opportunity to learn and grow professionally? We can help! We are seeking an Interior Designer to support the Veteran community in the San Francisco, California area. This position is open to all candidates, including Locum or Traveling professionals.
Position Highlights:
<ul><li>Logistics:<ul><li>
Contract Type: 1 base year with 4, 1-year option periods<ul><li>
Year 1: Part-time</li><li>
Years 2+: Full-Time</li></ul></li><li>
Location: San Francisco, California</li></ul></li><li>
Requirements:<ul><li>
Authorization to work in the U.S. permanently, without sponsorship.</li><li>
A bachelor's degree in Interior Design / Interior Architecture or a related field (or equivalent experience)</li><li>
Professional experience at an architecture or interior design firm.</li><li>
Knowledge of interior design principles and practices is required.</li><li>
Ability to draft detailed plans and specifications that meet client requirements.</li><li>
Previous experience with the VA is a plus</li></ul></li><li>
Benefits:<ul><li>
Health insurance</li><li>
Dental insurance</li><li>
Vision insurance</li><li>
401(k) match</li><li>
Paid sick leave</li><li>
Paid vacation</li><li>
11 federal paid holidays</li></ul></li></ul>
I've never heard of Terrestris. Why should I join the team?
In 2025, Terrestris was ranked 185 out of the top 5,000 fastest-growing private companies in America by Inc. We hit this mark because, at Terrestris, we form strong client and team relationships through transparency and strive to create an environment where our team can let their excellence shine through. By finding, developing, and incorporating new ideas, we provide memorable services. Rooted in the USMC values of honor, courage, and commitment, Terrestris seeks to deliver extraordinary value to the American people by helping the Government become more efficient and effective.
What does a typical day look like for the Interior Designer?
You will:
<ul><li>Work is completed on-site, and the employee primarily performs Interior Design Program Support. Alternately performs Requirements Development and Construction Representative Services.<ul><li>
Interior Design Program Support &ndash; Tasks are consistent with the 1008 Federal Job Series. Identifying, researching, and creatively solving problems about the function and quality of the interior environment. Performing services relative to interior spaces, including programming, design analysis, space planning, and aesthetics, using specialized knowledge of interior construction, building systems and components, building codes, equipment, materials, and furnishings. Preparing drawings and documents relative to the design of interior spaces to enhance and protect the health, safety, and welfare of the public. Coordinating and integrating the mechanical, electrical, and structural engineering disciplines within the interior context. Managing projects, developing cost estimates, evaluating bid proposals, reviewing construction documents, participating in on-site construction visits, conducting pre- and post-occupancy evaluations, developing standards for efficient space management, etc.</li><li>
Requirements Development &ndash; This performance will require data collection, including the retrieval of historical documentation, physical verification of existing conditions, review and response to Requests for Information (RFIs), Building Service Equipment (BSE) specifications, and Cost Estimating via RS Means or similar. It does not include capital planning actions such as creation of entries in the Strategic Capital Investment Plan (SCIP) or use of the Space and Equipment Planning System (SEPS).</li><li>
Construction Representative Services &ndash; Tasks are consistent with requirements in the 0809 Federal Job Series. Specific responsibilities include creation of Construction Daily Logs, Construction Safety rounding (OSHA 30 Construction Safety level), Project oversight utilizing construction documents (drawings and specifications), review of schedule compliance, review of submittals as related to jobsite materials, coordination of utility outages, preliminary review of invoicing as related to work completion, drafting and posting of compliance documentation such as Infection Control Risk Assessments (ICRA) and Preconstruction Risk Assessments (PCRA), review and oversight of work requiring an Activity Hazard analysis, and troubleshooting of construction site issues resulting in adjacent impacts.</li></ul></li></ul>
What qualifications do you look for?
You might be the professional we're looking for if you have:
<ul><li>Authorization to work in the U.S. permanently, without sponsorship.</li><li>
A bachelor's degree in Interior Design or a related field (or equivalent experience).</li><li>
Professional experience at an architecture or interior design firm.</li><li>
Previous experience with the VA is a plus</li>
<li>Knowledge of interior design principles and practices is required.</li>
<li>Ability to draft detailed plans and specifications that meet client requirements.</li>
</ul>If selected, candidates will need to complete credentialing and onboarding requirements consistent with VA medical staff processes.
What kind of benefits does Terrestris Offer?
We offer outstanding benefits, including health, financial, and retirement benefits, as well as paid leave, professional development, tuition assistance, and work-life programs. Our award programs acknowledge employees for exceptional performance and superior demonstration of our service standards. Full-time and part-time employees working at least 20 hours a week regularly are eligible to participate in our benefit programs. Other offerings may be provided for employees not within this category.
Terrestris is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. Applicants must be authorized to work in the U.S.
DILBERT &copy; 2018 Scott Adams. Used By permission of ANDREWS MCMEEL SYNDICATION. All rights reserved.</div>

Interior Designer

Cooley LLP

<div>Cooley is seeking a Practice Team Assistant to join our San Francisco Litigation Department.
About Cooley: Cooley is a global law firm with an expansive practice and more than 3,000 employees and partners worldwide. We value and celebrate diverse perspectives and strive to create a workplace where every individual can thrive. At the core of Cooley&rsquo;s success is the exceptional talent and unwavering spirit of our people. We embrace individuality while fostering a &lsquo;one-firm&rsquo; culture where collaboration and creativity thrive. Our people are the foundation of our success and the driving force behind everything we do.
Hybrid Schedule Philosophy: As part of the Cooley culture, we recognize and appreciate the value of being together, in person, to build comradery with others in the office and to be a contributing member of the Cooley office. However, we also appreciate the benefits and flexibility that come from remote working. As such, the default assumption for employees and partners is a hybrid schedule: some in-office presence and some work from home days absent certain essential in-office roles that require five (5) days/week in-office.
Position summary: The Practice Team Assistant is responsible for providing administrative and clerical support for various administrative projects and duties in support of the timekeepers, Legal Support Assistants, Legal Support Specialists in the assigned practice group(s). Specific duties include, but are not limited to, the following:
Position responsibilities:<ul><li>
Open and organize all interoffice mail for team members</li><li>
Answer timekeeper phones as necessary (will ring on assigned legal secretary desk, but calls may be auto forwarded to assistant when legal secretary is out)</li><li>
Assist with lunch orders, car service and other scheduling tasks, as needed</li><li>
Greet visitors; escort them to appropriate meeting rooms and provide them with amenities, as needed</li><li>
Provide administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence for signature, arranging conference calls, setting up web meetings, retrieving corporate documents and updating contact databases</li><li>
Review, proof all documents prepared for accuracy, completeness and grammar and syntax</li><li>
Handle confidential and sensitive information with the appropriate discretion; perform to earn supervisors&rsquo; full confidence and trust in all interactions</li><li>
As requested, schedule, coordinate and confirm meeting space and relevant attendees for team member meetings.</li><li>
As requested, coordinate travel arrangements</li><li>
Prepare and process expense reports, check requests, travel, health club reimbursement forms, etc. in accordance with accounting guidelines</li><li>
Track relevant travel and expense receipts for accurate accounting reconciliations. File and track reimbursements, credits and refunds through to completion</li><li>
Prepare documents to support team members with overflow work which may include revisions, edits, and proofreading end product</li><li>
Assist with internal procedures for the preparation of audit letter responses when needed and where applicable</li><li>
On behalf of the timekeepers, enter and submit time entries. As requested, maintain file copies of released time</li><li>
Create and maintain files, including chronological files and indexes not stored in Information Governance department</li><li>
Complete e-filing in the firm&rsquo;s document management system, as requested</li><li>
Keep all files up-to-date and organized. Ensure materials are forwarded to the Information Governance department, as necessary</li><li>
Complete all document processing and correspondence assignments accurately and within timekeepers&rsquo; stated timeframes</li><li>
Prepare and arrange messenger service, copy center and facsimile requests, as needed</li><li>
Copy documents that are not appropriate to send to the copy center</li><li>
Scan documents into PDF format</li><li>
Print large PDF documents and emails</li><li>
Burning and label CDs and DVDs</li><li>
Consistently use the CRM tool to support business development in the firm, including taking ownership of contact information for attorney&rsquo;s contacts and updating, maintaining and resolving conflicts within the CRM tool</li><li>
Coordinate and assist with other special projects, as required</li><li>
Assist other team members and timekeepers with various administrative tasks</li><li>
All other duties as assigned or required</li></ul>
Skills and experience:
Required:<ul><li>
After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications</li><li>
Available to work overtime, as required</li></ul>
Preferred:<ul><li>
Bachelor&rsquo;s degree</li><li>
Previous general office experience</li><li>
Previous law firm or professional services industry experience</li></ul>
Competencies:<ul><li>
Ability to complete tasks independently in a fast-paced environment for multiple assigned timekeepers while working as part of a team</li><li>
Pro-actively prioritize work assignments and consistently meet deadlines</li><li>
Demonstrate initiative, diplomacy, and tact</li><li>
Ability to consistently deliver high-quality work with attention to detail in proofreading, writing, and communication</li><li>
Engage in a professional and polite manner with clients, colleagues, and others</li><li>
Reliable, committed, organized, and punctual</li><li>
Strong administrative and secretarial skills</li><li>
Excellent verbal (both listening and speaking) and written communication skills</li><li>
Ability to function well as a team member</li></ul>
Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices. EEO.
The expected hourly pay range for this position with a work schedule of 40 hours per week is $29.00 - $35.00 ($60,320.00 - $72,800.00 annually).
We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&amp;D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&amp;D, LTD, short term medical benefits as well as 20 days of Paid Time Off (&ldquo;PTO&rdquo;) and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.</div>

Practice Team Assistant

Ibarra PLC

&lt;Job Summary&gt; We are seeking a proactive and detail-oriented Legal Assistant to join our dynamic legal team. This position offers an exciting opportunity to develop your legal expertise while supporting legal projects in a fast-paced environment. Training is provided, no experience is needed but preferred.Responsibilities <ul><li>Conduct thorough document review and proofreading to maintain high-quality standards for all legal materials.</li><li>Perform data entry and administrative tasks including filing, phone etiquette, transcription, and clerical support to ensure operational efficiency.</li><li>Utilize document management systems for organizing case files and legal documents seamlessly across the firm&rsquo;s digital platforms.</li><li>Provide executive administrative support by managing calendars, preparing reports, and handling correspondence promptly.</li></ul>&lt;Qualifications&gt;<ul><li>Excellent organizational skills with the ability to manage multiple priorities efficiently while maintaining accuracy.</li><li>Spanish Speaking (highly preferred)</li><li>Effective communication skills demonstrated through professional phone etiquette and client interaction capabilities.</li><li>Strong project management skills to coordinate deadlines and support complex cases across diverse practice areas.</li><li>Ability to work independently as well as collaboratively within a team environment; proactive problem-solving mindset.</li><li>Willing to train the right canadate.</li></ul>Pay: $19.00 - $22.00 per hourBenefits:<ul><li>Professional development assistance</li></ul>Work Location: In person

Legal Assistant (Spanish Preferred/Willing to Train Right Candidate)

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