Operations Assistant

Property Damage & Personal Injury Law Firm is Seeking an Exceptional Operations Assistant to Work For Our COO

We’re seeking an Operations Assistant with 3-5 years of experience who can provide high-level administrative support to our Chief Operating Officer. In this role you will be coordinating and maintaining time-sensitive, and strategic tasks; as well as be an adaptable chameleon who can handle a high tension fast paced environment. We are seeking a professional who is a critical thinker with a passion for planning, holding others accountable, and working collaboratively with a team of game changers. If you’re a “make-things-happen” kind of person, then you may be a perfect fit for our Operations Assistant role.

The successful candidate will be able to “pave the way” for our COO, where she can continue to focus on the growth of the Firm. As the Firm grows and changes, we anticipate her needs will too. The right candidate should have the experience to anticipate what those needs are likely to be and have enough flexibility to grow and adapt with the job.

We are looking for a long-term relationship with the right candidate. He or she should be a thoughtful and detail oriented person, extremely organized and experienced with project/event management with good taste and high-standards. Our goal is to find an amazing Operations Assistant for our COO. We are looking for a clear communicator (written and verbal) to help our COO keep up with our exponential growth of clients, vendors and staff.

Above-average-ability to learn and adapt as our Firm grows and takes on new dimensions. The successful candidate should know how to “get things done” with minimal supervision and doesn’t watch the clock…ever! In fact, we’d love to find the pro-active individual who can see the big picture and then make recommendations for all the nitty-gritty details to make things better instead of waiting around for instructions. Part of your job description is also to be patient with our growing pains. This can be the best job you ever had or the most frustrating depending on your flexibility, team-spirit, commitment to our mission and your realistic expectations about what it’s like to work in a fast paced growing law firm.

Responsibilities

• Act as the point of contact on behalf of the COO
• Manage internal and external meetings and events, including bookings, event-planning, catering, guest-lists, invitations, and execution
• Manage COO’s professional calendar & ever-changing schedule which usually extends 6-12 months into the future. This means being strategic about the
  calendar and not just dumping-in a whole bunch of appointments.
• Handle routine correspondence in your own voice on COO’s behalf, not trying to pretend to be her. This includes responding to emails, proactively seeking
  information to support the calendar and project initiatives to keep things moving.
• Help COO maintain personal and professional relationships by strategically and proactively sending thank you notes, gifts, birthday gifts, books, etc.
• Maintain a running list of all current and future deliverables so nothing falls
  through the cracks.
• Keep COO apprised of short-term obligations as well as long-term implications of expedient decisions.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follows
  through on projects to successful completion
• Compile various reports such as expenses, data-analysis, and meeting notes
• Manage executive’s time to ensure schedule stays on track
• Organize logistical arrangements for all meetings and engagements
• Manage all incoming invitations, including coordinating a tracking system for invitations, ensuring timely response, and confirming meetings
• Assist with drafting and implementing policies and procedures
• Use professional concepts, sound judgment and company policies and procedures to solve routine problems. Often have access to confidential information, so discretion and integrity are key
• Ability to work under limited supervision on assignments that are complex in nature where considerable judgment and initiative are required in resolving problems and making recommendations under tight deadlines

We care about skills and experience. We care just as much about your behavior, habits, and attitude…the right person for this role must have the following:

• Bachelor’s degree preferred
• 3 to 5 years of experience as an Executive/Operations Assistant supporting Senior Executives
• Excellent references. Yes, we really are going to check your references.
• Bilingual is a plus (English/Spanish
• Law firm experience is a plus but not required
• Experience working in a high pressure fast paced environment
• Digital Proficiency in all Operating Systems, Browsers, MS Word, Excel and PowerPoint, Outlook, etc.
• Proactivity and self-direction
• Positive attitude
• Exceptional writing, editing and proofreading skills in English
• Excellent problem-solving, organization and time-management skills
• Exhibits sound judgement with the ability to prioritize and make decisions
• Energetic and eager to tackle new projects and ideas
• Comfortable interacting with high-level executives
• Resourceful, can-do attitude, no matter how big or small of a task
• Thrives in a fast-paced environment
• Able to handle sensitive information with discretion
• Must have a professional demeanor and respect confidentiality and security protocols
• Polished presentation skills with the ability to confidently react to situations in a timely and professional manner
• Ability to exercise good judgment, focusing on prioritizing the Executive’s schedule

Qualities / Attributes of Preferred Candidate

• Self-Starter / Responsible / Work Independently
• Diplomatic / Tactful
• Inquisitive
• Assertive
• Non-judgmental
• Flexible
• Proven Solving and Analytical Ability
• Strong Communication Skills
• Sociable & has a sense of humor
• Tolerance for ambiguity
• Comfortable working in a growth environment

Company Benefits

• 401 (k) after 1 year employment up to 3% match
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Maternity / Paternity Leave
• Federal Holidays Off
• Paid Time Off