Legal Operations Assistant

Thompson Hine LLP, an AmLaw 200 firm regularly recognized for our commitment to Innovation, Inclusion, and collaborative culture, is seeking a Legal Operations Assistant to join the Finance department in our Cleveland office. The Legal Operations Assistant provides comprehensive administrative, document, process, and finance support to the Finance Department and other designated Firm leaders or departments as assigned. The role requires a high degree of professionalism, confidentiality, accuracy, discretion, organization, and client-service orientation, consistent with Thompson Hine’s standards for administrative support roles. This position supports finance-related workflows, confidential correspondence, records management, reporting, scheduling, and special projects. It is of key importance that this position supports the annual income partner arrangement letter process, including drafting, revising, tracking, updating and publishing (to Docusign) letters for all income partners based on approved templates and direction from Finance, Firm leadership, and/or the Executive Committee. This set of tasks will take priority of other activities. The Legal Operations Assistant must be able to manage multiple deadlines, follow detailed instructions, maintain organized files and records, communicate professionally with attorneys, staff, and Firm leadership, and use Firm-approved technology and collaboration tools to enhance efficiency and accuracy. ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES Provides comprehensive administrative support to the Finance Department, and other designated assignments as directed, including preparing, revising, proofreading, formatting, and organizing correspondence, memoranda, reports, presentations, spreadsheets, and other documents. Drafts, revises, updates, and tracks annual income partner arrangement letters for all income partners based on approved templates and direction from Finance, Firm leadership, and/or the Executive Committee. Maintains accurate tracking systems for the income partner arrangement letter process, including status, versions, approvals, outstanding items, deadlines, distribution, and completion. Coordinates with Finance, Firm leadership, and other stakeholders to collect information, incorporate approved updates, manage revisions, and ensure timely completion of the annual income partner arrangement letter process. Handles sensitive and confidential information with discretion, professionalism, and sound judgment, including compensation-related and partnership-related materials. Maintains accurate electronic and physical finance files, records, reports, correspondence, and supporting documentation in accordance with Firm procedures and document management practices. Assists with maintaining accurate financial records, tracking spending, monitoring income or account activity, reconciling accounts or charges, and supporting data entry into finance or accounting systems as directed. Assists with budget, expense, and reporting support, including compiling information, generating and maintaining reports, organizing data for special projects, and supporting budget or variance review processes as directed. Reviews finance-related documents for completeness, accuracy, and consistency, including invoices, payment support, expense documentation, reports, and other materials, and follows up to resolve missing information or discrepancies as directed. Coordinates meetings, calendars, deadlines, logistics, and follow-up items for Finance Department matters, including in-person and virtual meetings, conference room needs, and related materials. Prepares and compiles materials for meetings, presentations, reports, and special projects, including confidential or time-sensitive materials. Monitors incoming communications, requests, and assignments as directed; prioritizes matters appropriately; follows up on open items; and escalates issues when necessary. Works closely with Finance and other functional support departments, including Billing, Accounting, Business Intake, Office Services, Marketing, Library, Talent Management, and other administrative support teams, to provide effective support and service. Utilizes Firm-approved technology, document management systems, finance systems, Microsoft Office applications, PDF software, and collaboration tools to enhance efficiency, accuracy, tracking, and service delivery. Contributes to continuous improvement initiatives by identifying opportunities to streamline workflows, improve tracking, reduce errors, and enhance service delivery. Interacts professionally with attorneys, income partners, Firm leadership, staff, vendors, and other internal and external contacts; provides consistent, high-quality service; and maintains appropriate confidentiality. Performs general administrative and clerical duties as necessary, including filing, scanning, copying, mailing, archiving, maintaining records, organizing materials, and assisting with department projects or events. Works collaboratively with peers and provides backup support as needed. Performs other tasks and responsibilities as assigned. ADDITIONAL DUTIES AND RESPONSIBILITIES Participates in Firm training programs, professional development initiatives, and self-directed learning to remain proficient in Firm technology platforms, finance systems, administrative procedures, and software tools. Supports department projects involving research, compilation, organization, and distribution of information for reports, special projects, and leadership requests. Assists with maintaining department files, records, charts, subscriptions, publications, spreadsheets, reports, and other administrative tools. Supports compliance with Firm policies, finance procedures, approval workflows, expense policies, records requirements, and confidentiality expectations. QUALIFICATIONS Education, Training and/or Experience High school diploma or equivalent required. Some college coursework is preferred. Bachelor’s degree in business administration, finance, accounting, or a related field is preferred but not required. Administrative, finance, accounting, bookkeeping, legal administrative, or professional services experience is required. Experience supporting confidential processes, executive-level stakeholders, finance teams, law firm administration, or professional services operations is preferred. Experience using accounting, finance, spreadsheet, document management, time entry, expense, or reporting systems is preferred. Compensation is determined upon the market in which the position is located, the responsibilities of the position, the experience and skills of the applicant, and other job-related factors. The estimated salary range for Cleveland is $52,000 to $66,000 . Thompson Hine LLP is an Equal Employment Opportunity Employer that offers competitive wages, and a robust benefits package. Benefits offerings include, but are not limited to, medical, dental, and vision insurance as well as Paid Time Off (PTO). #J-18808-Ljbffr Thompson Hine LLP