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About the Role

Highly skilled and knowledgeable Administrative Staff are vital to the overall success of the Firm, assisting attorneys in meeting and exceeding client needs. This role ensures efficient office operations and an exceptional office experience.

Responsibilities

• Support and improve San Francisco office administrative operations by developing and implementing systems, policies, procedures, and service enhancements in partnership with the Director of Administration.
• Leverage AI, automation, and modern tools to streamline workflows and efficiency.
• Oversee reception and visitor experience, ensuring hospitality procedures are functional and collecting feedback.
• Provide backup coverage for reception and attorney support assistants.
• Maintain office appearance and hospitality readiness, ensuring a professional environment.
• Manage office calendars and maintain working knowledge of office/building technology and procedures.
• Coordinate committee meetings and minutes.
• Support public relations/confidentiality and maintain professional development.
• Support office moves, renovation, and other special projects, including space planning and coordinating moves/adds/changes.
• Plan and manage office events within budget, balancing vendors, budgets, and deadlines.
• Assist with business development event logistics as needed.
• Develop and manage the office operating budget, monitor spending, and identify savings opportunities.
• Provide data-informed recommendations for budget management.
• Manage vendor relationships and contracts, including leading RFPs and securing competitive pricing.
• Lead and manage supervised departments, including performance management and productivity.
• Manage business continuity and emergency preparedness, including coordinating drills and overseeing the Emergency Response Team.
• Oversee inventory and records, including tracking non-IS equipment, furniture, and supplies.
• Coordinate off-site storage and file/box retrieval.
• Support client file setup, organization, indexing, cataloging, and storage.
• Perform other assigned duties as required by management.

Requirements

• 5+ years of related experience in managing facilities and service departments supporting a law office or other professional service firm.
• Able to work in office Monday to Thursday from 9AM to 5PM.
• Most Fridays are WFH.
• On occasions, weekends during renovations are required.
• Ability to recognize, evaluate, and communicate performance issues and evaluations with direct reports.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Interpersonal skills necessary to communicate with a diverse group of attorneys, staff and clients.
• Ability to provide information with ordinary courtesy and tact while safeguarding confidentiality.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position.
• Able to use database software, spreadsheet, and word processing software and equipment to complete analysis and reports.
• Ability to retrieve and distribute files, written documents or office supplies weighing up to 12 pounds.
• Ability to retrieve and replace objects from shelves of up to 8 feet high.

Skills

• AI
• Automation
• Database software
• Spreadsheet software
• Word processing software

Location

• San Francisco

Work Type

• Hybrid
• Full-time

Experience Level

• 5+ years

Education Level

• Bachelor's degree

Salary/Compensations

• $140,000 - $160,000

Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• Disability coverage
• Life insurance
• Flexible spending plan
• 401K plan
• Generous paid time off
• Holidays

About the Company

• Weil seeks the best and brightest talent to join our Administrative Staff team.
• Our employees are the future of Weil so we invest in their training and development.
• Our environment embraces and encourages positive-minded professionals who seek to be challenged and acquire knowledge and skills in an atmosphere built on teamwork.

Equal Opportunity

• All decisions affecting employment at Weil, Gotshal & Manges LLP are made on the basis of qualification, performance and other pertinent work-related factors, and without discrimination against any person on the basis of race, color, sex, age, religion, national origin, disability, marital status, sexual orientation, gender identity or expression, pregnancy, veteran’s status, genetic information or any other legally protected status.