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Kessler Topaz M&C,Ll

Legal Administrator

Kessler Topaz M&C,Ll See More Job Openings by This EmployerArrow
  • Full Time
  • San Francisco, CA
June 26, 2025

Job Description

Job Summary:

Complex litigation firm with offices in San Francisco, CA and Philadelphia, PA seeks a Legal Administrator for its San Francisco office. The Legal Administrator will support a minimum of three attorneys. This role supports case teams made up of attorneys and paralegals.

Responsibilities:

  • Word processing, formatting and organizing documents created during the course of complex litigation.
  • Assist in the preparation of filing legal documents including, but not limited to, court pleadings and briefs, legal correspondence and attorney memos.
  • Interface with attorneys, paralegals and opposing counsel.
  • Review and check all correspondence for accuracy and timeliness.
  • Handle heavy editing and proof-reading.
  • Organize investigative materials, discovery materials, hearing preparation materials, and correspondence and case files;
  • Organize subscription updates for legal reference guides and maintain legal library.
  • Assist larger litigation teams with any and all administrative and word processing tasks.
  • Schedule/coordinate necessary resources such as conference rooms, office services and other departments for depositions and meetings.
  • Manage and maintain attorney calendars; schedule attorney meetings, ensure dates and times are accurately entered onto attorneys’ calendars.
  • Manage and maintain department calendar, tracking department PTO and other important events.
  • Create, update, and distribute weekly Contract and Staff Attorney Case List, track contract and staff attorney hours, assist partners in assigning contract and staff attorneys to cases, gather contract attorney feedback for partners/HR.
  • Track monthly expenses for attorney and maintain attorney receipts for accounting.
  • Keep track of Attorney CLEs and court registrations and renewals.
  • Create Power Point presentations for court hearings and Excel spreadsheets for internal use.
  • Coordinate and schedule attorney travel with the travel department.
  •  Entering/keeping track of case time in carpe diem; proactively reaching out during time gaps.
  • Maintain a master chart of administrative support structure.
  • Liaise with Pennsylvania IT department re network issues, phones, and system updates.
  • Oversee all office needs, including but not limited to supply procurement, interfacing with supply vendors, and building management, processing mail, etc.
  • Organize department’s/ office’s social functions.

Job Specifications:

  • Minimum of 1-3 years of administrative experience; experience in an administrative role in a legal environment strongly preferred, but not required.
  • Advanced knowledge of word processing, document formatting and information management, including Word, Excel, Outlook, Docusign and Adobe Acrobat.  Prior experience with Lexis and Westlaw a plus, but not required.
  • Attention to detail regarding letters, court filings and legal documents is a must.
  • Must be a motivated self-starter with a great attitude and hard work ethic.
  • Ability to proof read and perform editing (e.g., punctuation, grammar, spelling) of briefs, memos and correspondence
  • Ability to prioritize numerous tasks and complete them under time constraints with minimal supervision
  • Ability to work well in a team-oriented environment.
  • Knowledge of federal court rules and deadlines a plus but not required.
  • Must have excellent communication skills for interaction with attorneys and staff.
  • Ability to work in a professional manner under pressure, and handle difficult situations with a consistently calm, positive demeanor.
  • Must be able to deal with confidential and highly sensitive matters in a consistently discreet and professional manner.
  • Desire to learn and innovate better ways to support the legal team.

Working Conditions /Physical & Mental demands:

  •  Office setting / desk job
  • Telephone and computer work

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

 



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