Business Operations Assistant

ZG Subpoena Solutions•Chicago, IL

20h•$47,500 - $52,000•Hybrid

About The Position

ZG Subpoena Solutions (ZGSS) is a leading provider of expert-driven, technology-enabled legal process solutions for digital-first and highly regulated companies. Founded by one of the nation’s premier privacy and compliance law firms, ZGSS has become a trusted partner to some of the world’s most sophisticated platforms for managing subpoenas, civil investigative demands, national security orders, and emergency disclosure requests. ZGSS operates at the intersection of law, compliance, operations, and technology, helping clients reduce risk, scale responsibly, and operate with defensibility in high-stakes environments. While managed services are the foundation of our business today, ZGSS is intentionally expanding its technology and SaaS capabilities to deliver more automated, repeatable, and scalable solutions over time. The Business Operations Assistant is responsible for the office administration of both our Chicago and Modesto offices, while upholding ZGSS core values, adhering to all company policies including accurately recording time worked on a daily basis using dedicated systems, and maintaining all assigned assets.

Requirements

Minimum of one (1) year of experience in office administration or equivalent experience.
High School graduate or equivalent, Bachelor’s Degree preferred.
Exceptional organizational, analytical, research, and problem-solving abilities.
Quick to adapt to new technologies and processes, with a proactive approach to self-learning and experimentation.
Skilled in efficiently organizing tasks, workflows, physical spaces, and resources.
Capable of making independent decisions daily, identifying the most effective methods for task management.
Meticulous attention to detail, ensuring accuracy and precision in all tasks.
Proficient in a variety of software, including Adobe Acrobat, Google Workspace, Excel, Word, and web applications.

Responsibilities

Oversee daily administrative tasks for both office locations, including welcoming visitors and maintaining office supply inventory.
Maintain organized electronic filing systems to ensure efficient document retrieval and data management.
Ensure accurate data entry and assist in the timely creation of reports by compiling monthly operational metrics.
Prepare and edit various forms of communication, such as memos, emails, reports, and instructional materials, to support daily business operations.
Coordinate and schedule staff meetings and organizational gatherings.
Review team time entries for accuracy, track out-of-office requests on the shared calendar, and notify client liaisons of team availability.
Facilitate the administrative side of onboarding for new hires, ensuring they have the necessary materials and system access.
Offer administrative support to leadership on various initiatives, helping to keep projects on schedule and tasks organized.
Serve as a point of contact for internal team needs, helping to facilitate collaboration and the sharing of internal resources.
Track receipts and categorize by specific project budgets.
Organize and coordinate company outings and events, including assisting with the logistics of the annual retreat.
Coordinate and execute holiday and corporate gifting programs for the company and its clients.

Benefits

A hybrid work arrangement
Work-life balance, generous PTO (earn up to 15 days annually), and 11 paid holidays
Competitive compensation
A full range of generous benefits including medical, flexible spending accounts, dental, vision, short-term and long-term disability, employee assistance program (EAP), commuter benefits, and more
401(k) retirement plan and profit sharing
Onsite fitness center (Chicago)
Weekly DoorDash meal allowance
Employee discount program
Quarterly volunteer opportunities
A proud commitment to employee well-being