Executive Assistant – Legal Operations Manager
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Job Description
Executive Assistant managing legal technology, compliance, recruiting, and employee administration for Ottinger Law Firm. Supporting the managing partner and operations of an employment-law practice.
Responsibilities:
- Support the firm's day-to-day administrative and operational functions
- Manage and maintain software platforms and technology accounts, including Clio, Westlaw, and other legal technology systems
- Administer software accounts, renewals, user access, and vendor coordination
- Manage the firm's Registered Agent relationship and maintain related records and documentation
- Monitor business insurance policies and ensure required coverage remains current
- Track insurance renewal dates and coordinate with insurance providers or brokers
- Maintain records related to licenses, registrations, insurance, and other firm requirements
- Provide administrative support throughout recruiting, including interview coordination, candidate communication, and hiring activities
- Support employee onboarding and offboarding
- Assist with day-to-day employee administration and employee-related needs
- Support employee turnover by coordinating administrative and operational tasks
- Maintain organized employee and operational records
- Coordinate with firm leadership on administrative and operational matters
- Identify and address operational needs proactively and ensure follow-through
- Support the firm and managing partner with other administrative and operational duties
Requirements:
- Prior experience in office management, legal operations, business operations, or a similar administrative role
- Strong organizational skills and attention to detail
- Ability to manage multiple priorities, deadlines, renewals, and administrative processes
- Strong follow-through and ability to work independently
- Professional written and verbal communication skills
- Ability to handle confidential employee and business information appropriately
- Comfortable working across a variety of operational, administrative, and employee-related responsibilities
- Proactive approach to identifying and resolving administrative and operational needs
- Proficient interpersonal relations and communicative skills
- Write routine reports and correspondence
- Meet daily, weekly, monthly, quarterly, yearly and other deadlines consistently
- Work under pressure with changing, ambiguous priorities
- Experience working in a law firm or professional services environment (preferred)
- Familiarity with legal technology platforms, particularly Clio and Westlaw (preferred)
- Communicate effectively and promptly to clients or employees of the organization
- Ability to work overtime occasionally at the last minute
Benefits:
- Medical
- Dental
- Vision
- 401k
- Flex PTO
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