Job Description

McGuireWoods LLP has an opening for a Practice Administrative Assistant to join the team in our San Francisco, CA office. This position supports a department head, partners, associate, and legal practice assistants with a variety of administrative tasks, including document management, calendaring, time entry, billing, travel arrangements, meeting scheduling, and other special projects. The ideal candidate will be able to adapt quickly, will have strong administrative and organizational skills, will demonstrate a keen attention to detail, and will be service and team oriented. They should also be able to efficiently lead, drive and manage Attorneys’ bill team and exercise independent judgment to plan, prioritize and organize diversified workload. The ideal candidate should have a good aptitude for math and a solid understanding of Excel. Knowledge of Elite 3E is a plus.

McGuireWoods, one of the world’s leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance. Our Applicant Disclosures describe your rights. Our Privacy Statement describes how we will process and safeguard your personal data.

Responsibilities

• Lead billing team, handling billing and management of a very large client base which also includes opening new client/matters.
• Manage multiple inquiries and requests, troubleshoot and diminish scheduling conflicts, and make recommendations to ensure smooth day-to-day engagements.
• Maintain accurate calendars for department head, partners and associates, scheduling appointments, meetings, and travel arrangements as needed.
• Prepare material for overnight/mail service, deliveries, and courthouse filings where appropriate.
• Arrange for payment of case related invoices and attorney expense reports via Chrome River.
• Enter attorneys’ time into time management system as requested.

Qualifications

• Requires high school diploma or GED or an equivalent combination of education and experience.
• Must have 2 or more years of experience of office experience.
• Must be proficient with Microsoft products, such as Word, Outlook, Office and document management software; must be highly proficient in Excel.
• Must be able to adapt to a fast-paced and dynamic work environment with a positive attitude.
• Must demonstrate a willingness to learn and be a team player.
• Excellent organizational skills and a strong attention to detail, with the ability to manage multiple tasks and priorities effectively.
• Preferred experience billing software (Elite), and expense reimbursement software (ChromeRiver).
• Must be highly organized, proactive, tech-savvy, able to work under pressure, and be a self-starter.
• Interest in using innovative AI technology, including Harvey and Copilot, to support efficient high-impact work.

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