OFFICE MANAGEREXECUTIVE ISTANT

Company: Savvy HR Partner
Location: Houston
Posted on: October 31, 2024

Job Description:

We are a dynamic and growing law firm based in Houston Texas dedicated to providing toptier legal services to our clients. We are seeking a motivated and organized Office Manager/Executive Assistant to join our team. This is an inperson role ideal for someone who thrives in a fastpaced professional environment and can ensure the smooth daytoday 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 daytoday 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 firms 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 highlevel 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 firms 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 officerelated 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 environmentRequirementsQualifications:
  • 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.BenefitsWhy 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 detailoriented individual ready to take on a vital role in our team we want to hear from you! 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.

Keywords: Savvy HR Partner, Houston , OFFICE MANAGEREXECUTIVE ISTANT, Administration, Clerical , Houston, Texas