Office Operations Assistant

Urgently Hiring

About the Role

We are a dynamic civil litigation defense law firm seeking a dependable and detail-oriented Office Operations Assistant to support the smooth operation of our legal practice. This role is ideal for a proactive multitasker who thrives in a fast-paced, professional environment. You will play a key part in office administration, event coordination, legal support, and application assistance across three office locations.

Reports To: COO and Director of Human Resources

Key Responsibilities

Administrative Support

• Answer and direct incoming calls as part of phone relief rotation
• Track daily lunch orders and allocate monthly expenses
• Manage office supply inventory and approve internal orders
• Order and restock stationery for all offices
• Submit office-related expenses through Concur
• Coordinate refreshment orders and delivery schedules
• Maintain firm’s FedEx account and shipping activities
• Manage employee access to medical record provider websites

Facilities & Operations

• Coordinate basic maintenance requests (e.g., coffee/ice machines, office repairs)
• Maintain up-to-date office floorplans and assignment charts
• Manage employee office moves and workspace setup
• Update and enforce office safety procedures

Marketing & Recruiting

• Maintains Firm’s Client Relationship Management system (Salesforce)
• Assist with client communications and events
• Participate in the development of social media messaging across platforms
• Assist in the recruitment of summer associates and helps organize related activities

Application & Presentation Support

• Assist in developing PowerPoint presentations and visual content
• Provide support with Salesforce and document tools like Adobe and Canva

Event Planning & Coordination

• Organize internal events including First Friday Breakfasts, holiday celebrations, and community service projects

Legal Support

• Assist in maintaining the Initial Appearance Book
• Research and verify addresses for legal documents

Special Projects

• Support firm-wide projects such as record destruction and library subscription audits

Library & Research Support

• Organize and shelve legal materials and confirm related invoices
• Maintain subscriptions to legal research platforms (LexisNexis, PACER, Alacourt)
• Manage user access and updates for research tools

Required Skills & Qualifications

• Strong verbal and written communication skills
• Ability to work independently and collaboratively
• Adaptable, organized, and responsive to shifting priorities
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Familiarity with Adobe, Canva, and Salesforce a plus
• Experience with legal environments or civil litigation support preferred

Benefits

We offer a competitive benefits package, including:

• Medical, dental, and vision insurance
• Life insurance and disability coverage
• 401(k) and profit-sharing plan
• Paid time off (PTO)
• Paid holidays

Equal Opportunity Employer. Criminal Background Check Required