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.
Essential Duties & 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 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.
Benefits
Medical, Dental, Vision, 401k, Flex PTO
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.
