Assistant Secretary Jobs in San Rafael, CA (NOW HIRING)

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for an Administrative Legal Secretary to join our team in our San Francisco office.

We offer a hybrid work engagement with four days in-office, and one day of remote work.

This position will provide and coordinate comprehensive administrative and clerical support for attorneys and paralegals across various practice groups, ensuring the efficient use of their time. This role demands a strong ability to work both independently and collaboratively with timekeepers and staff, along with proficiency in executing the outlined responsibilities.

At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.

On a typical day you will:

• Document Management: Maintain up-to-date forms and collaborate with word processing on templates. Type, proofread, compare, and edit legal and business documents under time-sensitive deadlines
• Time Entry & Billing Management: Enter attorney time, process and assist with the client billing process, including reviewing, and editing pre-bills
• Expense Management: Prepare and submit expense reimbursement reports, vendor invoice processing
• Administrative Duties: Docket deadlines, maintain attorney and client records, open new client and matter files, and manage calendars.
• Project Coordination: Regularly check in with assigned executive legal secretaries and attorneys to ensure projects are on track, exercise judgment on when to seek guidance, and assign tasks to support staff while ensuring timely completion. Communicate project status clearly to all team members
• Scheduling & Logistics: Coordinate appointments, meetings, conference calls, and travel arrangements
• Ownership & Initiative: Take full ownership of personal success and the success of attorneys, welcoming challenges and proactively solving problems
• Engagement & Innovation: Stay curious, engaged, and solution-oriented, offering ideas to enhance service, teamwork, and efficiency
• Strategic Contribution: Understand firm and practice group objectives, identify opportunities to contribute, and actively participate in solutions to achieve desired goals
• Team Support: Assist fellow secretaries and additional attorneys as priorities dictate

Join us if you have:

• 5+ years as a legal secretary or executive assistant required; familiarity with law firm billing process is a plus
• GED or High School Diploma
• Demonstrated strong word processing and computer skills; proficient understanding of MS Word, MS Excel and MS Outlook required, experience with all MS Office products preferred. Proofreading, NetDocs and PowerPoint skills desired.
• Demonstrated ability to type 75 wpm on word processing equipment with a high degree of accuracy.
• Exceptional organizational skills required; ability to multi-task, work under pressure and meet conflicting deadlines.
• Demonstrate the ability to communicate with finesse, use tact, diplomacy and discretion with firm contacts and clients.
• Willing to work in a team-oriented, service environment; display willingness to share firm and technical knowledge with others.
• High degree of attention to detail as well as initiative to learn new skills that will contribute to enhanced performance of their role.
• Firm commitment to providing customer service excellence.

Who We Are

Davis Wright Tremaine LLP is an AmLaw 100 law firm with 9 offices nationwide. We are relentlessly committed to client service and look for candidates who share that commitment. At DWT, client service means having empathy for each client's and each lawyer's work and personal pressures, business objectives, and legal needs; anticipating their needs; and having the capabilities and commitment to deliver what matters most to them.

What's in it For You?

DWT offers competitive compensation in addition to ample benefits including but not limited to:

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution

The annualized salary range for this position in San Francisco is $66,000 to $72,000 ($33.85 to $36.92 hourly). Actual pay will be adjusted based on experience and other job-related factors permitted by law. Full time employees may be eligible for a bonus, health insurance with an optional HSA, long term disability, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, subsidized backup care and caregiving resources, 401(k), vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance. Commuter and Transit programs are also available.

Davis Wright Tremaine LLP fosters a culture where all talented individuals—including those who are traditionally underrepresented in the legal profession—can have, and can see, paths to success. Our commitment to diversity, equity, and inclusion sits on four pillars: Community, Growth, Education, and Engagement. Learn more about the firm's commitment to DEI here: www.dwt.com/dei.

Davis Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email humanresources_confidential@dwt.com.