Helton Law Group is a healthcare law firm located in Costa Mesa, CA and we are looking to increase our team due to organic growth within our niche market. We are a client centered firm, and our employees are dynamic, focused and pro-active, striving for excellence in all we do.

The Firm Administrator plays a crucial role in the smooth operation of the firm, overseeing various administrative functions to ensure efficiency, compliance, and productivity. This position requires a blend of organizational skills, leadership abilities, and attention to detail to manage daily operations effectively.

ESSENTIAL JOB FUNCTIONS:

Office Operations

• Oversee the day-to-day operations of the office, including facilities management, vendor relations, and office supplies procurement.
• Develop and implement office policies and procedures to optimize efficiency and productivity.
• Coordinate with IT support to ensure that office technology and equipment are functioning effectively.

Executive Support

• Provide high-level administrative support to the executive team, including managing calendars, scheduling meetings, and handling correspondence.
• Prepare presentations, reports, and other materials for executive meetings and presentations.
• Serve as a liaison between the executive team and other departments within the organization.

Strategic Planning

• Assist in the development and execution of the organization's strategic plan, working closely with the executive team to define objectives and key initiatives.
• Conduct research, analyze data, and provide insights to inform strategic decision-making.
• Manage special projects and initiatives on behalf of the executive team, ensuring alignment with strategic goals.

Communication and Coordination

• Facilitate communication flow within the office and across departments, ensuring that key messages are effectively communicated.
• Coordinate meetings, events, and travel arrangements for the executive team.
• Serve as a point of contact for internal and external stakeholders, handling inquiries and requests as needed.

Team Leadership

• Supervise administrative staff and provide leadership, guidance, and support as needed.
• Foster a positive and collaborative work environment, promoting teamwork and professional development.

Office Management

• Maintain a well-organized and efficient office environment.
• Supervise administrative staff and delegate tasks as necessary.
• Oversee office supplies inventory and procurement.

Financial Management

• Prepare and monitor budgets in collaboration with the finance department.
• Ensure compliance with financial regulations and reporting requirements.

Facilities Management

• Oversee maintenance of office facilities and equipment.
• Coordinate with vendors for repairs and services.
• Ensure compliance with health and safety regulations.

Legal Compliance

• Stay updated on relevant laws and regulations affecting the firm.
• Ensure compliance with legal and regulatory requirements.
• Assist in the preparation of legal documents and filings as needed.

Technology Management

• Manage IT infrastructure and support services.
• Oversee software licenses and subscriptions.
• Implement and maintain cybersecurity measures to protect firm data.

Communication and Coordination

• Serve as a liaison between management, staff, and external stakeholders.
• Coordinate meetings, conferences, and travel arrangements.
• Facilitate effective communication within the firm.

Strategic Planning

• Collaborate with senior management in strategic planning initiatives.
• Provide input on operational improvements and cost-saving measures.
• Monitor key performance indicators and provide regular reports to management.

ADDITIONAL RESPONSIBILITIES:

• Other special projects as assigned by the Chief Operating Officer.

EDUCATION AND EXPERIENCE REQUIRED:

• Bachelor’s degree in Business Administration, Management, or related field.
• 6 years proven experience in office management or administrative role within a law firm.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in office software (e.g., MS Office suite).
• Knowledge of relevant laws and regulations governing law firm operations.
• Ability to prioritize tasks and work under pressure in a fast-paced environment.
• Leadership skills with the ability to motivate and supervise a team.

Join the team now and you can have direct involvement with our growth and make an impact on how we shape our future and the future of healthcare. Apply now for immediate and confidential consideration.

*The actual base is dependent upon many factors, such as: training, transferable skills, work experience, business needs and market demands. The base pay range is subject to change and may be modified in the future.