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Administrative Assistant

Fenwick & West, LLP
Mountain View, CA
United States

Fenwick & West is a top-tier law firm with an open and inclusive culture. With more than 400 lawyers and 400 employees in Silicon Valley, San Francisco, Santa Monica, Seattle and New York, we work with companies on the cutting edge of technology, life sciences and cleantech. For more than four decades, our firm has helped some of the world's most recognized companies become and remain market leaders. We are proud to have been named one of the Best Places to Work in the Bay Area for the twelfth year.

We have an opening in our Attorney Resource Center ("ARC") for an Administrative Assistant. This individual will work according to the firm’s established policies, guidelines and procedures, and providing support to firm personnel and clients. The individual must maintain positive relationships with the firm’s Administrative departments, as well as, clients and vendors; and observe and maintain the confidentiality of firm and client matters.

Responsibilities Include:
- Document handling, including document editing, printing, scanning, copying and filing.
- Schedule and calendar appointments, such as department meetings/seminars, attorney and client meetings.
- Coordinate conference room requests including catering and audio/visual equipment needs.
- Coordinate travel arrangements and assist with logistical requirements that pertain to the travel.
- Heavy involvement with the preparation of expense reports, check requests, and routing approved vendor statements to Accounting for payment.
- Schedule messengers and other vendors for pick-up and delivery.
- Editing/correcting time narratives using the firm’s time entry system.
- Assist Billing team with retrieval of invoice backup.
- May assist with proofreading material.
- Assist with the firm’s Stock Certificate Program.
- Serve as a liaison for firm personnel to help them navigate the departments and resources.
- Provide daily check-ins with Administrative departments to create positive working relationships within the ARC.
- Heavy involvement with special projects, as assigned/requested.

Desired Skills & Qualifications:
- High level of attention to detail and organizational skills with the ability to multitask in a fast-paced, deadline-driven environment.
- Ability to take initiative, promote effective work practices, and work both independently and in a team environment.
- Ability to proofread typed material for grammatical, typographical and spelling errors.
- Ability to type standard correspondence, memoranda and similar material in draft or final form from written material or dictation.
- Exemplary client service skills, with the ability to interact with various departments, all levels of firm executive personnel, vendors and contractors.
- Excellent written and verbal communication skills.
- Able to maintain and handle confidential and sensitive information with discretion.
- Proficiency in MS Office applications.

Reporting to the Legal Administrative Services Manager, the ideal candidate will have a minimum of one-year office experience in a fast-paced legal or professional services setting. Bachelor's degree preferred, in lieu of degree, three years of relevant experience will be considered.

To be fully considered for this position, please apply directly online: