Operations & Administration Assistant

Job Description

Job Description

Procopio is seeking a highly organized and detail-oriented Operations & Administration Assistant to join our Operations & Facilities team in our Downtown San Diego office. Reporting to the Operations Manager, this role provides day-to-day administrative and operational support across the firm and helps ensure key processes, projects, and initiatives are completed efficiently and accurately.

The ideal candidate is proactive, dependable, and comfortable managing multiple priorities in a fast-paced professional services environment. This is an excellent opportunity for someone who enjoys working across departments, solving problems, keeping projects on track, and supporting the operational needs of a growing law firm.

What You’ll Do

Assist with the firm’s expense report process, including preparation and submission of expense reports, ensuring accuracy and compliance with firm policies, and auditing expense reports.

Coordinate logistics and materials for operations-related meetings, including scheduling, agenda preparation, meeting materials, and follow-up.

Maintain and update content within Partner Portal, ensuring information is accurate, current, and accessible.

Maintain organized records, trackers, and documentation supporting firmwide operational initiatives.

Assist with coordinating and tracking office books, supplies, and materials to ensure timely updates and distribution.

Support records transfer processes by organizing documentation and coordinating with relevant teams in accordance with firm procedures.

Assist with the implementation and administration of the firm’s travel program.

Reporting, Projects & Process Improvement

Assist with data collection and reporting for operational metrics, dashboards, and team updates.

Monitor and follow up on action items, deadlines, and deliverables from meetings and operational projects.

Support process improvement initiatives by documenting workflows, updating standard operating procedures and policies, and identifying opportunities to improve efficiency.

Provide administrative support for firmwide initiatives, special projects, and other operational priorities.

Assist with risk management and claims-related activities, including tracking payments and coordinating meetings with insurance carriers.

Perform ad hoc administrative and operational duties as assigned.

Communications & Presentation Support

Provide presentation support, including formatting slides, compiling content, and ensuring consistency with firm branding and templates.

Assist with creating job aids, training materials, and other internal resources.

Assist with drafting internal communications and announcements, ensuring information is clear, professional, and consistent.

Coordinate with cross-functional teams, including Accounting, IT, Records, and Practice Management, to support firmwide operational needs.

What You’ll Bring

Bachelor’s degree or equivalent experience preferred.

Prior administrative, operations, or professional services experience preferred.

Strong attention to detail and commitment to accuracy.

Excellent organizational skills and ability to manage multiple priorities simultaneously.

Strong follow-up skills and a high level of accountability.

Strong problem-solving and analytical abilities.

Excellent written and verbal communication skills.

Professional, courteous, and service-oriented approach.

Positive, proactive attitude with the ability to work independently and collaboratively.

Strong interpersonal skills and ability to build effective working relationships across departments.

Basic accounting aptitude and comfort working with financial information.

Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.

Experience with document management systems such as iManage or similar platforms is a plus.

Experience creating and formatting presentations, job aids, or training materials using established templates is a plus.

Procopio’s Culture of Excellence drives a collaborative and service-oriented environment. Our commitment to diversity and inclusion is an important part of our culture. Procopio has been recognized by Diversity Lab as a Mansfield Plus firm for advancing diverse attorneys into leadership roles and has been consistently ranked among the U.S. News – Best Lawyers® Best Law Firms.

Procopio offers generous total compensation packages. Typical pay range is from $58,000 – $64,500, depending on experience. If your pay expectation is outside this range, we still encourage you to apply. Bonuses are awarded in recognition of individual and firm performance. Full-time employees can participate in our comprehensive benefits program, including medical (HMO/PPO plans), dental (HMO/PPO plans), vision, flexible spending and health savings accounts, an Employee Assistance Program, firm wellness incentives, a 401(k) profit-sharing program, and a generous paid time off policy. There are also opportunities for professional growth and advancement within the Firm.

Procopio is an equal opportunity/affirmative action employer and encourages applications from women, people of color, persons with disabilities, and LGBTQ+ individuals. We are committed to fostering an inclusive workplace and do not discriminate on any basis protected by law.