Administrative Staff Coordinator

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. Highly skilled and knowledgeable Administrative Staff assist our attorneys in successfully meeting and exceeding client needs and are vital to the overall success of the Firm.

Job Description

The Coordinator supports the Firm’s Silicon Valley and San Francisco offices by assisting Legal Recruiting & Associate Relations, Human Resources, and Office Administration. This role coordinates attorney recruiting activities, supports HR processes throughout the employee lifecycle, and provides general administrative assistance to ensure smooth office operations.

Primary Responsibilities and/or Essential functions:

Legal Recruiting & Associate Relations

• Coordinate all phases of attorney recruiting, including scheduling and logistics for on‑campus and/or in-office interviews for lateral associates, judicial law clerks, 3Ls and summer candidates.
• Prepare and compile recruiting materials for job postings, career fairs, presentations, on-campus interviews; assist in planning receptions and recruiting events.
• Draft and monitor candidate communications, including interview agendas, offer letters, and decline letters.
• Coordinate travel arrangements for out-of-area candidates and ensure timely updates within the recruiting database; track evaluations and follow‑up actions.
• Support the planning and execution of the Summer Associate Program, including event coordination, program calendars, program logistics, marketing materials, program communications, attorney handbook, summer associate binders, and swag.
• Provide administrative and operational support during the Summer Program by monitoring work assignment and evaluation processes and coordinating training, presentations, social events, and attorney/candidate interactions.
• Provide administrative assistance, including processing recruiting‑related expenses, reimbursements, and split‑billing statements.
• Serve as a professional point of contact for candidates, attorneys, staff, vendors, and law schools, ensuring timely communication and high‐quality candidate experience.

Human Resources

• Serve as the primary point of contact for newly hired attorneys and administrative staff as they transition from recruiting into the HR onboarding process.
• Coordinate onboarding activities, including orientation scheduling, paperwork distribution, system access setup, I‑9 completion and follow‑up on required documentation.
• Support the employee lifecycle processes for legal personnel and administrative staff, including new‑hire setup, status changes, leaves of absence, employment verifications, and offboarding tasks.
• Maintain integrity of the Firm’s HRIS system, by ensuring records and documentation for legal personnel and administrative staff are accurate, complete, and up to date.
• Respond to routine inquiries regarding Firm policies, benefits, and general HR procedures, and route more complex issues to the HR Manager as appropriate.
• Maintain required state and federal postings throughout the office and ensure signage remains current.

Office Administration

• Coordinate recognition efforts such as birthday, anniversary, and life‑event acknowledgments for legal personnel and staff.
• Provide general administrative and operational support, including data entry, reporting assistance, document preparation, and coordination of office related initiatives and events.
• Any additional responsibilities required by management.

Knowledge, Skills & Abilities:

• 2+ years of experience in legal recruiting, human resources, office administration, or campus recruitment, ideally within a law firm or professional services environment.

• Strong organizational and time‑management skills, with the ability to prioritize multiple tasks and meet deadlines in a fast‑paced environment.
• Excellent interpersonal communication skills, including the ability to interact professionally with attorneys, partners, staff, vendors, candidates, and law school representatives.
• Strong written communication skills, with the ability to prepare clear, accurate correspondence and candidate materials.
• Proactive, self‑directed work style, with the ability to anticipate needs, follow instructions, and take initiative with minimal supervision.
• Strong problem‑solving skills, with sound judgment and the ability to make appropriate decisions within the scope of the role.
• High level of attention to detail, accuracy, and follow‑through.
• Ability to handle confidential information with discretion and professionalism.
• Strong computer skills, including proficiency with Microsoft Office applications; experience with legal recruiting or HRIS/database systems preferred.
• Ability to work well under pressure, handle shifting priorities, and coordinate several activities at once.
• Flexibility to work overtime as needed to support recruiting events and seasonal workflows.
• Ability to operate standard office equipment and adapt to new systems and tools.

Education/Certifications:

• Bachelor's degree or equivalent education and experience required.
• SHRM and/or HRCI certification preferred.

Estimated hourly rate is $41.20 - $49.45 ($75,000- $90,000 annually). This position is overtime and bonus eligible. Compensation decisions within the range are dependent on the facts and circumstances of each case including but not limited to the individual's skills, experience, and qualifications.

Weil, Gotshal & Manges LLP offers a competitive compensation package comprised of base pay and discretionary year-end bonus for eligible employees.  Benefits include, but are not limited to medical, dental, vision, disability coverage, life insurance, flexible spending plan and a 401K plan.  Weil also offers generous paid time off and holidays.  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.