We are a dynamic and growing law firm based in Houston, Texas, dedicated to providing top-tier legal services to our clients. We are seeking a motivated and organized Office Manager/Executive Assistant to join our team. This is an in-person role, ideal for someone who thrives in a fast-paced, professional environment and can ensure the smooth day-to-day operation of the office.
Position Overview: As the Office Manager/Executive Assistant, you will play a crucial role in managing the daily administrative functions of the office, providing support to the legal team, and ensuring that our operations run efficiently. Your ability to multitask, prioritize, and handle confidential matters with discretion will be key to your success in this role.
Key Responsibilities:
Email and Communication Management: Monitor, organize, and respond to emails on behalf of the firm, ensuring prompt and professional communication with clients, vendors, and internal teams.
Client Relations Management: Serve as the first point of contact for clients, delivering a professional and welcoming experience in person, by phone, or via email. Maintain relationships with key clients and address any concerns.
Scheduling and Calendar Coordination: Manage executive and attorney calendars, schedule meetings and client appointments, and resolve conflicts to optimize time and productivity.
Office Supply and Operations Management: Keep the office fully stocked by ordering and managing office supplies, ensuring smooth day-to-day operations. Oversee office operations, including coordinating repairs, managing office layouts, and ensuring a welcoming environment for clients and staff.
Event Planning and Networking Coordination: Research and identify key networking opportunities, industry conferences, and professional events. Coordinate attendance for attorneys and staff to strengthen the firm's presence in the legal community.
Document Management and Filing: Maintain both physical and electronic filing systems, ensuring legal documents are properly organized, accessible, and secure. Assist with drafting and editing legal documents and reports.
Executive Administrative Support: Provide high-level administrative assistance to executives, including preparing reports, managing confidential documents, and handling special projects.
Billing and Invoicing Support: Assist with client billing, invoicing, and payment processing. Ensure accurate timekeeping and help with financial reconciliations and expense reporting.
Travel Coordination: Arrange travel for executives and staff, including booking flights, hotels, and transportation, and preparing detailed itineraries.
Compliance and Policy Management: Ensure the firm's compliance with legal regulations and internal policies. Assist in policy development and enforcement.
Technology and Systems Support: Oversee office technology, including computers, printers, and software. Coordinate with IT support to resolve issues and ensure systems are secure and up to date.
Human Resources Assistance: Assist with recruitment, onboarding, maintaining staff records, tracking PTO, and supporting performance review processes.
Budget and Expense Management: Oversee office budgets, manage expenses, and assist with financial planning for office-related purchases and services.
Project Management: Coordinate and assist with special projects, ensuring deadlines are met and tasks are completed efficiently.
Conflict Resolution: Address internal office concerns and conflicts, escalating issues as necessary to maintain a positive work environment
Qualifications:
Proven experience as an Office Manager, Executive Assistant, or similar role in a professional setting, preferably within a law firm.
Strong organizational and multitasking skills with the ability to prioritize tasks and manage time effectively.
Excellent written and verbal communication skills; able to correspond professionally on behalf of the firm.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with office management software and systems is a plus.
Ability to work independently, exercise discretion, and handle confidential information with professionalism.
A proactive and flexible attitude, with the ability to anticipate needs and solve problems before they arise.
Why Join Us?
Work in a collaborative, professional, and respected law firm.
Opportunity to make a significant impact by supporting a team of legal professionals.
Be part of a firm that values both personal and professional growth.
If you’re a dedicated, detail-oriented individual ready to take on a vital role in our team, we want to hear from you!
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