Executive Assistant

Job Description

Job Description

MUST BE FLUENT IN SPANISH + ENGLISH

Title: Bilingual Office Operations Manager

Client: Los Angeles Legal Solutions

Reports To:

- Managing Attorney / CEO

- Wife + Associate Attorney with a different company

On-Site Location(s):

- Business Office: Encino, California

- Home Office: Sherman Oaks, California

Salary Range/Compensation: DOE

Position Summary:

We are seeking an organized, proactive, and dependable Office Operations Manager to support the daily operations of our growing law firm. The firm currently includes two attorneys and approximately 16 staff members.

This position plays an important role in keeping the office organized, compliant, and operating efficiently. Responsibilities include assisting with office trust accounting, overseeing general office administration, managing supplies and vendor relationships, monitoring case deadlines and statutes of limitation, and reviewing case files to help ensure matters are progressing appropriately and on schedule.

The Office Operations Manager will also monitor compliance with timekeeping and workplace requirements, help resolve interoffice issues, and provide day-to-day administrative support to the CEO. The ideal candidate is detail-oriented, accountable, professional, and comfortable managing multiple priorities in a fast-paced legal environment.

Key Responsibilities:

Office Administration and Operations

• Oversee day-to-day office operations and help maintain an organized, efficient, and professional work environment.
• Manage office supplies, equipment, and vendor orders.
• Coordinate with vendors and service providers as needed.
• Identify operational issues and recommend practical solutions.
• Develop, maintain, and reinforce administrative procedures and office processes.
• Provide day-to-day administrative and operational support to the CEO.

Financial and Trust Accounting Support

• Assist with office accounting, bookkeeping, and trust accounting responsibilities.
• Help maintain accurate financial and administrative records.
• Monitor documentation and processes related to client trust accounts.
• Coordinate with attorneys, leadership, and outside accounting professionals as needed.
• Handle sensitive financial and client information with a high level of discretion.

Case and Deadline Management

• Monitor case deadlines, statutes of limitation, calendars, and other time-sensitive requirements.
• Review case files to help ensure matters are progressing appropriately and according to schedule.
• Follow up with attorneys and staff regarding outstanding tasks, documentation, and deadlines.
• Help maintain accurate and current case information within the firm's systems.
• Identify matters that may require additional follow-up or management attention.

Staff and Administrative Compliance

• Monitor employee timekeeping and help ensure records are completed accurately and on time.
• Help support compliance with meal and rest break requirements and other established office policies.
• Hold team members accountable for following administrative procedures and meeting internal deadlines.
• Address routine interoffice concerns professionally, fairly, and constructively.
• Help facilitate communication among attorneys, staff members, and firm leadership.
• Escalate significant employee, compliance, or operational concerns to the appropriate member of leadership.

Systems and Records Management

• Support the consistent use of the firm's client relationship management and legal practice management systems.
• Help maintain accurate client, case, contact, and administrative records.
• Monitor data entry and file management practices for completeness and consistency.
• Assist employees with following established procedures for using the firm's systems.
• Support improvements to administrative systems and workflows as the firm grows.

Required Qualifications

• Bilingual fluency in Spanish and English is required.
• Strong organizational, follow-up, and problem-solving skills.
• Excellent verbal and written communication skills in both Spanish and English.
• Ability to manage multiple priorities, deadlines, and responsibilities in a fast-paced environment.
• Ability to work independently, use sound judgment, and take initiative.
• Strong attention to detail and commitment to accuracy.
• Ability to handle confidential, sensitive, financial, personnel, and client information with discretion.
• Professional and effective interpersonal skills.
• Ability to address issues constructively and hold team members accountable for administrative processes and deadlines.
• Comfort working with attorneys, staff members, vendors, clients, and firm leadership.
• Proficiency with common office technology and the ability to learn new systems.

Preferred Qualifications

• Previous office management, operations, or administrative experience.
• Previous experience working in a law firm or other professional services environment.
• Experience with accounting, bookkeeping, or trust accounting.
• Experience using CRM or legal practice management systems.
• Familiarity with Clio is a plus, but not required.
• Experience monitoring case deadlines, statutes of limitation, or legal calendars.
• Experience supporting supervisors, executives, owners, or CEOs.
• Experience developing or maintaining administrative policies, procedures, and workflows.

Ideal Candidate

The successful candidate will be:

• Organized, proactive, and dependable.
• Professional and discreet.
• Detail-oriented and highly accountable.
• Comfortable following up with employees regarding deadlines and administrative requirements.
• Able to identify problems and take appropriate action.
• Capable of balancing competing priorities without losing track of important details.
• Collaborative, respectful, and confident when addressing workplace concerns.
• Committed to supporting an efficient, responsive, and professional law firm environment.