Executive Assistant & Legal Operations Manager

Next Level Strategies; United States; Remote; USD 90,000 - 120,000; Full time

Job summary

Ottinger Law Firm, P.C. is seeking an Executive Assistant & Legal Operations Manager to support daily administrative and operational functions across the firm. The role oversees legal technology, licenses, registrations, and insurance, while providing recruiting and onboarding support.

You will work closely with the managing partner, driving timely renewals, maintaining records, and coordinating with vendors. The position requires strong organization, confidentiality, and independent initiative.

Qualifications

• Experience working in a law firm or professional services environment preferred.
• Strong organizational skills and ability to manage multiple priorities.
• Professional written and verbal communication skills.

Responsibilities

• Manage and maintain the firm's software platforms and technology accounts, including Clio, Westlaw, and other legal technology systems.
• Serve as the primary point of contact for software accounts, including account administration, renewals, user access, and vendor coordination.
• Manage the firm's Registered Agent relationship and maintain related records and documentation.
• Monitor business insurance policies and ensure required coverage remains current.
• Track insurance renewal dates and coordinate with providers or brokers.
• Maintain records related to licenses, registrations, insurance, and other firm requirements.
• Provide administrative support throughout recruiting, including interviews and candidate communications.
• Support onboarding and offboarding processes for employees.
• Assist with day-to-day employee administration and turnover coordination.
• Maintain organized employee and operational records; coordinate with leadership on administrative matters.

Skills

Legal operations

Project management

Communication

Detail-oriented

Independent work

Tools

Clio

Westlaw

Job description

Executive Assistant & Legal Operations Manager

Title: Executive Assistant & Legal Operations Manager

Location: Remote

Job Type: Full-time

Compensation: $90,000 - $120,000 annually, DOE

About the Role:

The Executive Assistant & Legal Operations Manager is responsible for supporting the firm's day-to-day administrative and operational functions. This position will oversee legal technology and software systems, maintain required business registrations and insurance coverage, and provide administrative support related to recruiting and employee management.

The role requires a highly organized and detail-oriented individual who can manage multiple areas of responsibility, monitor important deadlines and renewals, and ensure that operational needs are addressed in a timely and efficient manner. This role will also directly support the firm's managing partner.

• Manage and maintain the firm's software platforms and technology accounts, including Clio, Westlaw, and other legal technology systems
  
• Serve as the primary point of contact for software accounts, including account administration, renewals, user access, and coordination with vendors as needed
  
• Manage the firm's Registered Agent relationship and maintain related records and documentation
  
• Monitor business insurance policies and ensure required coverage, including malpractice/professional liability insurance, remains current
  
• Track insurance renewal dates and coordinate with insurance providers or brokers as needed
  
• Maintain accurate records related to licenses, registrations, insurance, and other firm requirements
  
• Provide administrative support throughout the recruiting process, including coordinating interviews, communicating with candidates, and assisting with hiring activities
  
• Support employee onboarding and offboarding processes
  
• Assist with day-to-day employee administration and employee-related needs
  
• Support the firm in managing employee turnover, including coordinating necessary administrative and operational tasks
  
• Maintain organized employee and operational records
  
• Coordinate with firm leadership on administrative and operational matters
  
• Identify and address operational needs proactively and ensure follow-through on outstanding items
  
• Perform other administrative and operational duties as needed to support the firm and managing partner
  

Position-Specific Knowledge and Skills:

• Experience working in a law firm or professional services environment (preferred)
  
• Familiarity with legal technology platforms, particularly Clio and Westlaw (preferred)
  
• Communicate effectively and promptly to clients or employees of the organization.
  
• Ability to work overtime occasionally at the last minute.
  

Requirements

• Prior experience in office management, legal operations, business operations, or a similar administrative role
  
• Strong organizational skills and attention to detail
  
• Ability to manage multiple priorities, deadlines, renewals, and administrative processes
  
• Strong follow-through and ability to work independently
  
• Professional written and verbal communication skills
  
• Ability to handle confidential employee and business information appropriately
  
• Comfortable working across a variety of operational, administrative, and employee-related responsibilities
  
• Proactive approach to identifying and resolving administrative and operational needs
  
• Proficient interpersonal relations and communicative skills
  
• Write routine reports and correspondence.
  
• Meet daily, weekly, monthly, quarterly, yearly and other deadlines consistently.
  
• Work under pressure with changing, ambiguous priorities.
  

Why Join Us? At Ottinger Law Firm, you’ll work on high-profile, impactful cases while collaborating with passionate attorneys who value integrity, expertise, and results. We offer a challenging yet rewarding environment where your work directly contributes to protecting employee rights and shaping the landscape of employment law.

Company Overview The Ottinger Law Firm, P.C. is a leading advocate for employees and executives, specializing in workplace disputes such as wrongful termination, discriminatory practices, wage and hour violations, and executive compensation matters. With offices in New York City and California, our firm is known for achieving significant settlements and verdicts, including cases involving top-tier organizations. If you are passionate about protecting employee rights and making a real impact, this is your chance to join a team with a proven record of success in labor and employment law.