Office Manager

Position Overview

The Office Manager supports the daily operations of our legal practice. This is a unique opportunity for a motivated professional to play a central role in key firm functions, including attorney development, recruiting, and event management. This position is ideal for someone who is a meticulous planner, enjoys coordinating complex logistics, and wants to contribute to a collaborative and supportive team environment.

Essential Duties and Responsibilities

• Office Event Planning and Coordination: Plan, organize, and execute a variety of firm events. Coordinate all event logistics with the conference center and external vendors, managing catering, room setup/breakdown, and audio/visual needs.
• Learning and Development: Assist in the planning, coordination, and execution of all professional development, assessment and training programs for legal and support staff. This includes managing logistics, scheduling sessions, coordinating software demos and tracking attendance to ensure a smooth and effective learning experience.
• Firm Productivity & Asana Management: Champion the adoption and effective use of Asana across the firm. This includes training new hires and existing staff on best practices, standardizing project templates and workflows, and monitoring usage to ensure the firm leverages the tool to improve productivity, communication, and project tracking.
• Attorney CLE Training, Tracking and Bar Dues: Collaborate with practice area section heads to identify and plan training tailored to their practice group’s needs. Research and identify relevant Continuing Legal Education (CLE) courses and seminars for attorneys. Process CLE credits, ensuring all attorneys meet their mandated requirements. Coordinate registrations, materials, and any necessary arrangements for CLE events.
• IT Support: Coordinate with the firm’s Managed Service Provider (MSP) to ensure the effective operation of IT systems. Maintain accurate and up-to-date records of all software licenses and subscriptions. Assist with preparation and tracking of the technology budget, related expenses and equipment.  Oversee the management and regular updates of the firm’s SharePoint site to ensure content remains current and accessible.
• Vendor Management: Maintain vendor relations. Ensure that all vendors are logged in our database and screened to be compliant with the firm’s vendor policies, keep agreements updated, etc.
• Other duties as assigned: Ad-hoc administrative support, project management, and operational tasks designed to fill gaps, such as assisting with onboarding, covering reception, updating company information, assisting with special projects like office renovations, insurance renewals, etc.

Secondary Duties and Responsibilities

• On Campus Interview (OCI) Administrative Management: Serve as a key point of contact for law school career services offices. Manage the entire OCI process from start to finish, including interview scheduling, resume distribution, and preparing all necessary materials. Coordinate logistics for interview day to ensure a positive experience for both candidates and attorneys.
• Quarterly Check-In's: Provide administrative assistance for attorney quarterly check-ins. This includes offering scheduling assistance at the request of practice area section heads and coordinating necessary logistics for these meetings.
• Onboarding & Offboarding Support: Coordinate and support the process by scheduling orientation sessions, arranging necessary meetings, and ensuring timely setup of equipment and workspaces. Organize new hire activities, such as welcome breakfast and team introductions. Serve as a point of contact for new hires, helping to streamline communication and logistics during their transition into the firm.
• General Administrative Support: Provide administrative support to the firm's administrative leadership as needed. This includes managing calendars, preparing reports, and handling confidential information with discretion.

Qualifications

• High school diploma or equivalent required
• Strong knowledge of Microsoft Office (Word, Excel, Outlook & PowerPoint)
• Exceptional organizational skills with keen eye for detail and accuracy
• Excellent written and verbal communication skills
• Execute tasks in a timely fashion
• Reliable and self-motivated with a proactive attitude
• Comfortable communicating with individuals at all levels
• Experience working in a professional office environment