Office Manager / Legal Assistant

Job Description

Firm Summary

Patterson & O’Neill is a leading law firm representing property owners, real estate developers, and nonprofit organizations in a wide variety of land use matters, including building permits, environmental law, real estate disputes, and cutting-edge litigation using state housing laws. Our work has a real and lasting impact on our clients' lives and the public good. We value long-term relationships with our clients and team members, as well as a supportive culture where we love coming to work.

Position Summary

The Office Manager / Legal Assistant provides support to the firm's clients, attorneys, and overall operations in a dynamic and collaborative environment. This role combines legal assistant responsibilities with office management and requires strong interpersonal skills, excellent written and verbal communication, and the ability to work both independently and as part of a team.

The successful candidate will effectively manage multiple responsibilities, maintain attention to detail, and help ensure the smooth operation of the firm's legal and administrative functions. This position offers opportunities to develop new skills and exercise leadership in areas such as office operations, client service, marketing, and business administration.

Essential Job Functions

Office Management and Operations

• Implement and improve office systems, procedures, and workflows.
• Manage day-to-day office operations and administrative functions.
• Assist with marketing, business development, and client-service initiatives.
• Coordinate with vendors, service providers, and consultants.
• Communicate with building management as needed.
• Provide oversight of office technology, equipment, and facilities.
• Assist with financial and operational recordkeeping, budgeting, and reporting.
• Assist with personnel administration and employee-related processes.
• Support trust account administration and related processes.
• Coordinate special projects and operational initiatives.

Legal Support

• Draft, format, proofread, and finalize legal documents and correspondence.
• File documents in state and federal courts.
• Communicate with clients, potential clients, courts, government agencies, and other third parties.
• Maintain case files and assist with document management.
• Manage attorneys' calendars and track litigation deadlines.
• Provide administrative support to attorneys and firm leadership.

Qualifications

• Bachelor's degree or equivalent combination of education, training, and experience.
• Prior experience as a legal assistant, administrative assistant, executive assistant, office manager, or similar administrative support role.
• Experience supporting litigation matters, including preparing, organizing, and filing documents in state and/or federal courts.
• Strong organizational skills, attention to detail, and ability to multitask and manage deadlines.
• Excellent written and verbal communication skills, including professional communication with clients, counsel, courts, vendors, and team members.
• Experience working in a law firm or professional services environment is preferred.
• Proficient in Microsoft Office, Adobe Acrobat, and general office technology. Familiarity with practice management software such as Clio, Tabs3, PracticeMaster, ProLaw, or similar systems is a plus.

Desired Attributes

• Strong interpersonal skills and a client-facing orientation.
• Professional, dependable, organized and detail-oriented.
• Able to work independently, take initiative, and collaborate effectively with attorneys and staff.
• Exercises sound judgment and discretion when handling confidential information.
• Resourceful, proactive, and adaptable in a fast-paced environment.
• Commitment to accuracy, organization, and follow-through, especially when managing competing priorities or deadlines.

Physical Requirements and Work Environment

This is primarily an in-person position that requires regular in-office attendance, with some hybrid flexibility available after onboarding as business and firm needs permit.

• Ability to work at a desk for extended periods while performing computer-based and administrative tasks.
• Regular use of a computer and standard office equipment.
• Ability to occasionally lift and carry files, office supplies, and packages weighing up to 25 pounds.
• Ability to work a 40-hour work week, with additional hours as needed to meet firm and client needs.

Overtime Pay Status

Non-Exempt

Equal Employment Opportunity and Fair Chance Ordinance

The Firm is an equal opportunity employer and is committed to fostering a diverse and inclusive workplace. Employment decisions are made without regard to race, color, religion, creed, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, medical condition, marital status, veteran status, genetic information, or any other characteristic protected by applicable law. Consistent with applicable federal, state, and local laws, including the San Francisco Fair Chance Ordinance, qualified applicants with arrest and conviction records will be considered for employment.