Manager of Operations / Executive Assistant

Edwards Estate & Elder Law•Watchung, NJ

29d•Hybrid

About The Position

The Operations Manager will oversee the general administrative function and activities of the office and serve as Executive Assistant to Managing Member/Founder of the Firm. This position reports to Director of Operations with a dotted line to 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. Duties/Responsibilities: Ensure office equipment, order supplies, and coordinate with building maintenance and IT services whenever needed. Process Optimization: Build efficient intake workflows and design cross-department procedures. Governance & Compliance: Assist the Director of Operations with corporate recordkeeping, risk management, and audit preparation. Manage Aging of all overdue invoices by using the Clio CRM sotware.. Assist Managing Member/Founder with executive assistant duties such as managing calendar, manage emails, and make travel arrangement; all while always maintaining confidentiality. Oversee petty cash fund administration. Lead and delegate clerical staff with assigned administrative duties such as screening and directing incoming calls, sorting, scanning and distributing mail, and preparing documents. Lead and delegate to ensure office files are properly secured; implement an efficient system for other staff to access files and records. Support the Founder/Managing Member with the following tasks: Manage the office calendar by scheduling and monitoring deadlines/meeting times. Setting up and scheduling speaking engagements. Client Intake: communicate with potential and current clients regarding matters and billing questions. Liaise with case management software team on updates and troubleshooting. Work with Office Coordinator to record client payments from intake to consultation meetings. Ensure potential conflict checks, initial facts, and signed agreements are complete before passing files to lawyers and paralegals. Audit intake calls, review notes, and enforce script compliance and empathetic communication. Move client matters the stages until matters are closed. 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.
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 Level and proficiency with Microsoft Office Excel, Word.
Associate degree in office or business administration or related field preferred.
High school diploma or G.E.D.
Minimum of 5 years of office management experience in a law firm.
Bachelor's degree preferred but not required.
A minimum of three 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.

Nice To Haves

Associate degree in office or business administration or related field preferred.
Bachelor's degree preferred but not required.

Responsibilities

Oversee the general administrative function and activities of the office.
Serve as Executive Assistant to Managing Member/Founder of the Firm.
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.
Ensure office equipment, order supplies, and coordinate with building maintenance and IT services whenever needed.
Build efficient intake workflows and design cross-department procedures.
Assist the Director of Operations with corporate recordkeeping, risk management, and audit preparation.
Manage Aging of all overdue invoices by using the Clio CRM sotware.
Assist Managing Member/Founder with executive assistant duties such as managing calendar, manage emails, and make travel arrangement; all while always maintaining confidentiality.
Oversee petty cash fund administration.
Lead and delegate clerical staff with assigned administrative duties such as screening and directing incoming calls, sorting, scanning and distributing mail, and preparing documents.
Lead and delegate to ensure office files are properly secured; implement an efficient system for other staff to access files and records.
Manage the office calendar by scheduling and monitoring deadlines/meeting times.
Setting up and scheduling speaking engagements.
Communicate with potential and current clients regarding matters and billing questions.
Liaise with case management software team on updates and troubleshooting.
Work with Office Coordinator to record client payments from intake to consultation meetings.
Ensure potential conflict checks, initial facts, and signed agreements are complete before passing files to lawyers and paralegals.
Audit intake calls, review notes, and enforce script compliance and empathetic communication.
Move client matters the stages until matters are closed.
Perform other related duties as assigned.