Executive Assistant – Legal Operations Manager

This is a fully remote position, open to applicants in California, +1 more state.

📋 Description

• Assist with the daily administrative and operational activities of the firm.

• Oversee and manage software platforms and technology accounts, such as Clio, Westlaw, and other legal tech systems.

• Handle software account administration, renewals, user access, and coordination with vendors.

• Manage the firm's Registered Agent relationship, ensuring all related records and documentation are up to date.

• Monitor business insurance policies to ensure that necessary coverage is maintained.

• Keep track of insurance renewal dates and liaise with insurance providers or brokers as needed.

• Maintain comprehensive records pertaining to licenses, registrations, insurance, and other firm obligations.

• Provide administrative assistance throughout the recruiting process, including coordinating interviews, communicating with candidates, and managing hiring activities.

• Facilitate employee onboarding and offboarding processes.

• Support daily employee administration and address employee-related requirements.

• Aid in managing employee turnover by coordinating relevant administrative and operational tasks.

• Keep organized records of employee and operational data.

• Collaborate with firm leadership on various administrative and operational issues.

• Proactively identify and address operational needs, ensuring timely follow-up.

• Assist the firm and managing partner with other administrative and operational responsibilities.

⛳️ Requirements

• Previous experience in office management, legal operations, business operations, or a related administrative field.

• Excellent organizational skills with a strong emphasis on detail.

• Ability to juggle multiple priorities, deadlines, renewals, and administrative tasks effectively.

• Strong follow-through capabilities and ability to work autonomously.

• Professional communication skills, both written and verbal.

• Capacity to handle confidential employee and business information with discretion.

• Comfortable navigating a range of operational, administrative, and employee-related responsibilities.

• Proactive in identifying and solving administrative and operational challenges.

• Exceptional interpersonal and communication skills.

• Ability to draft routine reports and correspondence.

• Consistently meet daily, weekly, monthly, quarterly, yearly, and other deadlines.

• Thrive under pressure in an environment with shifting and ambiguous priorities.

• Experience in a law firm or professional services setting is preferred.

• Familiarity with legal technology platforms, particularly Clio and Westlaw, is preferred.

• Communicate effectively and promptly with clients or employees within the organization.

• Willingness to work overtime occasionally on short notice.

🏝️ Benefits

• Medical

• Dental

• Vision

• 401k

• Flex PTO