Manager of Operations / Executive Assistant

Edwards Estate & Elder Law; Watchung (NJ); On-site; USD 60,000 - 90,000; Full time

Job summary

Edwards Estate & Elder Law in Watchung, NJ is seeking an Operations Manager to oversee the office's administrative functions and to serve as Executive Assistant to the Managing Member/Founder.

You will report to the Director of Operations, supervise staff, optimize intake workflows, ensure governance and compliance, manage billing and client intake, and coordinate with the case management software team while maintaining confidentiality.

Qualifications

• 5+ years of office management experience in a law firm.
• Associate degree in office or business administration or related field preferred.
• Bachelor’s degree preferred but not required.
• Strong leadership and communication skills.

Responsibilities

• Oversee the daily work activities of the office.
• Supervise, train and schedule administrative staff.
• May handle hiring, discipline and termination of employees per policy.
• Process optimization: build efficient intake workflows and cross-department procedures.
• Governance & compliance: assist with corporate recordkeeping, risk management, and audit prep.
• Manage aging of overdue invoices using Clio CRM.
• Assist Managing Member with executive assistant duties (calendar, emails, travel).
• Oversee petty cash fund administration.
• Lead and delegate clerical staff and secure office files; implement accessible filing systems.
• Support Founder with client intake and billing questions; coordinate with case management software team.
• Move client matters through stages until closed; ensure conflict checks and signed agreements are complete.

Skills

Office management

Project management

Tech savviness

Data analysis

Cross-functional communication

Verbal communication

Written communication

Interpersonal skills

Customer service

Organizational skills

Time management

Leadership

Education

Associate degree in office or business administration

Bachelor's degree preferred

Tools

Clio CRM

Microsoft Office

Job description

The Operations Manager will oversee the general administrative function and activities of the office and serve as Executive Assistant to Managing Member/Founder of the Firm. This position reports to Director of Operations with a dotted line to Managing Member/Founder.

Supervisory Responsibilities:

• Oversee the daily work activities of the office.
• Supervise, train and schedule administrative staff.
• May handle or assist with hiring, discipline and termination of employees in accordance with company policy.

Duties/Responsibilities:

• Ensure office equipment, order supplies, and coordinate with building maintenance and IT services whenever needed.
• Process Optimization: Build efficient intake workflows and design cross-department procedures.
• Governance & Compliance: Assist the Director of Operations with corporate recordkeeping, risk management, and audit preparation.
• Manage Aging of all overdue invoices by using the Clio CRM sotware..
• Assist Managing Member/Founder with executive assistant duties such as managing calendar, manage emails, and make travel arrangement; all while always maintaining confidentiality.
• Oversee petty cash fund administration.
• Lead and delegate clerical staff with assigned administrative duties such as screening and directing incoming calls, sorting, scanning and distributing mail, and preparing documents.
• Lead and delegate to ensure office files are properly secured; implement an efficient system for other staff to access files and records.
• Support the Founder/Managing Member with the following tasks:
• Manage the office calendar by scheduling and monitoring deadlines/meeting times.
• Setting up and scheduling speaking engagements.
• Client Intake: communicate with potential and current clients regarding matters and billing questions.
• Liaise with case management software team on updates and troubleshooting.
• Work with Office Coordinator to record client payments from intake to consultation meetings.
• Ensure potential conflict checks, initial facts, and signed agreements are complete before passing files to lawyers and paralegals.
• Audit intake calls, review notes, and enforce script compliance and empathetic communication.
• Move client matters the stages until matters are closed.
• Perform other related duties as assigned.

Required Skills/Abilities:

• Extensive knowledge of office management procedures.
• Ability to work in a fast-paced, deadline driven office or hybrid environment.
• Skills: Strong project management, tech-savviness, data analysis, and cross-functional communication
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong leadership skills
• Intermediate to Advanced Level and proficiency with Microsoft Office Excel, Word and

Education and Experience:

• Associate degree in office or business administration or related field preferred. High school diploma or G.E.D. must have a minimum of 5 years of office management experience in a law firm.; Bachelor's degree preferred but not required.
• A minimum of three years of management experience overseeing staff and/or 3+ years working in legal operations, project management, or senior paralegal roles.
• Ideal candidate will have 10+ years of senior administrative experience, preferably supporting legal or corporate executive teams.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 to 20 pounds at times.