Manager of Operations / Executive Assistant

Job Description

Job Description

Job Summary:

The Operations Manager will oversee the general administrative function and activities of the office and serve as Executive Assistant to Managing Member/Founder of the Firm. This position reports to Director of Operations with a dotted line to Managing Member/Founder.

Supervisory Responsibilities:

• Oversee the daily work activities of the office.
• Supervise, train and schedule administrative staff.
• May handle or assist with hiring, discipline and termination of employees in accordance with company policy.

Duties/Responsibilities:

• Ensure office equipment, order supplies, and coordinate with building maintenance and IT services whenever needed.
• Process Optimization: Build efficient intake workflows and design cross-department procedures.

• Governance & Compliance: Assist the Director of Operations with corporate recordkeeping, risk management, and audit preparation.
• Manage Aging of all overdue invoices by using the Clio CRM sotware..
• Assist Managing Member/Founder with executive assistant duties such as managing calendar, manage emails, and make travel arrangement; all while always maintaining confidentiality.
• Oversee petty cash fund administration.
• Lead and delegate clerical staff with assigned administrative duties such as screening and directing incoming calls, sorting, scanning and distributing mail, and preparing documents.
• Lead and delegate to ensure office files are properly secured; implement an efficient system for other staff to access files and records.
• Support the Founder/Managing Member with the following tasks:
  • Manage the office calendar by scheduling and monitoring deadlines/meeting times.
  • Setting up and scheduling speaking engagements.
• Client Intake: communicate with potential and current clients regarding matters and billing questions.
  • Liaise with case management software team on updates and troubleshooting.
  • Work with Office Coordinator to record client payments from intake to consultation meetings.
  • Ensure potential conflict checks, initial facts, and signed agreements are complete before passing files to lawyers and paralegals.
  • Audit intake calls, review notes, and enforce script compliance and empathetic communication.
• Move client matters the stages until matters are closed.
• Perform other related duties as assigned.

Required Skills/Abilities:

• Extensive knowledge of office management procedures.
• Ability to work in a fast-paced, deadline driven office or hybrid environment.
• Skills: Strong project management, tech-savviness, data analysis, and cross-functional communication
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong leadership skills
• Intermediate to Advanced Level and proficiency with Microsoft Office Excel , Word and

Education and Experience:

• Associate degree in office or business administration or related field preferred. High school diploma or G.E.D. must have a minimum of 5 years of office management experience in a law firm.; Bachelor's degree preferred but not required.
• A minimum of three years of management experience overseeing staff and/or 3+ years working in legal operations, project management, or senior paralegal roles.

• Ideal candidate will have 10+ years of senior administrative experience, preferably supporting legal or corporate executive teams.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 to 20 pounds at times.