LUQUE’s firm is a dynamic and fast-growing boutique law firm that helps entrepreneurs and creatives become successful. The Operations Assistant will play a very important role by supporting the firm day-to-day operations. Basic duties are as follows:
Organize and upkeep the Firm Master Calendar including Legal Strategy Sessions, client and internal calls or meetings;
Communicate with clients and other parties to schedule events, calls, deliver documents, and update Firm records;
Schedule meetings, phone calls, and book travel;
Manage the Owner’s calendar, prioritize their time and schedule, and revise calendar accordingly;
Assist with billing, including logging client expenses, reviewing billable time, generating pre-bills, and sending invoices;
Assist with client intake, including generating and delivering Engagement Letters and Invoices, opening new case files on Company drive, setting up new matters in case management system, and flowing project tasks into project management system;
Maintain and organize client and firm files, including deadlines;
Basic data entry and update case and project management systems;
Review Firm systems and research improvements;
Assist with introducing and implementation of new systems and coordinate any required training for staff;
Organize and maintain supply levels and coordinating maintenance;
Troubleshoot technology issues;
Enter billable and non-billable time in the case management system;
Prepare for calls and meetings to ensure Owner and Luque team are fully prepped including organizing and sharing notes, documents, and agendas;
Take notes on client calls and share notes with relevant parties;
Monitor Company phone line and log all incoming calls;
Generate basic legal documents using firm templates;
Review and revise legal documents to ensure Firm brand standards are upheld and details are accurate, including copyediting and formatting;
Process and deliver client documents, including keeping case files and case management records up to date and organized;
Monitor case deadlines and calendars, log in Firm Master Calendar, and assist the legal team in meeting them.
Assist with production and implementation of marketing materials;
Maintain Company social media channels;
Upkeep Company Newsletter contact list and archive;
Maintain company contact database to ensure marketing outreach efforts can progress efficiently;
Scheduling marketing and sales calls and meetings;
General assisting with promotional activities;
Maintain schedules for marketing initiatives.
They are looking for a team player with the professionalism and talent to help them grow their business and improve their systems. The person they hire must bring energy, positivity, and a “can-do” attitude to work every day. Collaboration is a very big deal here. They believe in a team approach, where you can ask for help when you need it without fear of being judged. You must be able to think on your feet, manage your time, and make smart decisions. They are looking for a person who is not afraid to ask questions and takes the time the to understand the why of their work.
Because you will work on a broad range of tasks, they need an Operations Assistant who is conscientious and trustworthy. You absolutely must be able to demonstrate that you have experience meeting deadlines and adapting to changing priorities.
They need someone ruthlessly detail-focused who will consistently and reliably meet their standards for quality. You don’t need to be a mathematician, but if numbers make you nervous, you will struggle here. If you do not know (or care) about whether to use there, their, or they’re, then you are not going to be successful here. Typos are not acceptable. When it comes to research, they expect you to be both thorough and efficient.
You must be proficient in Microsoft Office, be able to manage multiple calendars, and learn how to use their project management applications. Experience with QuickBooks, Adobe products, Clio or other Case Management platforms, Lawmatics or other Client Relations Management platforms, and Trello or similar Project Management platforms are all pluses.
At least 2-5 years of experience in a key support staff role is required, ideally in the creative agency or law firm environment. The Operations Assistant most likely completed a bachelor’s degree in business administration, pre-law, psychology, philosophy, or media studies.
This is a full-time job where you are expected to manage your own projects, so you absolutely must be able to work at least 40 hours per week. They work remotely, but this position requires availability between 10AM-6PM EST.
With regard to compensation, it is negotiable based upon experience and is subject to review after 180 days.
To put it simply, they want you to do good work and grow with them. They want people on their team who have a genuine interest in improving systems and excitement for taking charge of organizational projects. Think you have what it takes to work with them? If this sounds like a good fit for you, complete the steps specified below to be considered. If these requirements are not completed, you will not get a response from their hiring team.
APPLICATIONS THAT DO NOT FOLLOW INSTRUCTIONS WILL NOT BE CONSIDERED.
If this exciting opportunity appeals to you, please follow the instructions listed below.
TO APPLY: Prepare a cover letter with no more than 3 paragraphs and a closing sentence. In the first paragraph, explain what you believe are the 3 most important qualities needed in an Operations Assistant and why you believe they are the most important qualities. In the second paragraph, explain why you applied to this particular ad. In the last paragraph of your cover letter, tell them what you liked about their ad and what you did not like about their ad. You can be honest. They will not hold it against you. As a closing sentence please write, “I have read the instructions contained in the job posting and have followed the instructions.”
Email your resume and cover letter in PDF format to firstname.lastname@example.org. In the Subject Line, type your last name followed by a space and a vertical bar “|” then the position you are applying to all in Title Case. E.g., “Smith | Operations Assistant.”