Manager of Operations / Executive Assistant

About the Role

This position oversees the general administrative function and activities of the office and serves as Executive Assistant to the Managing Member/Founder of the Firm. Reports to the Director of Operations with a dotted line to the 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.

Responsibilities

• Ensure office equipment is functional, order supplies, and coordinate with building maintenance and IT services as needed.
• Build efficient intake workflows and design cross-department procedures for process optimization.
• Assist the Director of Operations with corporate recordkeeping, risk management, and audit preparation.
• Manage aging of all overdue invoices using Clio CRM software.
• Perform executive assistant duties for the Managing Member/Founder, including managing calendar, emails, and travel arrangements while maintaining confidentiality.
• Oversee petty cash fund administration.
• Lead and delegate clerical staff with administrative duties such as screening calls, sorting mail, and preparing documents.
• Ensure office files are properly secured and implement an efficient system for staff access.
• Support the Founder/Managing Member with:
  • Managing the office calendar, scheduling, and monitoring deadlines.
  • Setting up and scheduling speaking engagements.
  • Client intake: communicating with potential and current clients regarding matters and billing questions.
  • Liaising with the case management software team on updates and troubleshooting.
  • Recording client payments from intake to consultation meetings with the Office Coordinator.
  • Ensuring potential conflict checks, initial facts, and signed agreements are complete before passing files to lawyers and paralegals.
  • Auditing intake calls, reviewing notes, and enforcing script compliance and empathetic communication.
  • Moving client matters through stages until closure.
• Perform other related duties as assigned.

Requirements

• 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 proficiency with Microsoft Office (Excel, Word).

Qualifications

• Associate degree in office or business administration or related field preferred; high school diploma or G.E.D. required.
• Minimum of 5 years of office management experience in a law firm.
• Bachelor’s degree preferred but not required.
• Minimum of 3 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.