Assistant Office Manager

Position Overview: The Assistant Office Manager will serve as a key support role in the law firm, supporting the COO in various operational areas, including Human Resources (HR), marketing, billing, and event coordination. This individual will be responsible for supporting firm operations and ensuring the office runs smoothly while maintaining high standards of organization and efficiency across multiple functional areas.

Adams Leclair is a law firm that is focused on delivering the highest quality work to our clients, and maintaining a collaborative, high-performing work environment. This role is integral to the firm’s growth and success.

Key Responsibilities:

• Human Resources (HR) Support:
• Assist with the recruitment and onboarding process for new employees, including posting positions, tracking candidates, preparing offer letters, organizing orientation and onboarding and ensuring completion of required paperwork.
• Maintain and update employee records, ensuring compliance with legal requirements and firm policies.
• Coordinate employee benefits administration, including enrollment and updates to health insurance, retirement plans, and other employee benefits.
• Assist with the implementation and tracking performance reviews, training programs, and maintaining a positive office culture.
• Help manage payroll records in collaboration with accounting or HR management, ensuring timely and accurate processing.
• Marketing & Communications:
• Collaborate with COO, Director of Communications and Partner to develop and implement marketing strategies to promote the firm’s services and increase visibility.
• Create and manage content for the firm’s website, social media platforms, and marketing materials, ensuring consistency with brand and messaging.
• Oversee email campaigns, including client newsletters, event invitations, and other communications.
• Track the performance of marketing initiatives and report on metrics such as website traffic, engagement, and client inquiries.
• Coordinate and maintain a content calendar for blog posts, client newsletters, and social media posts.
• Work with external vendors, designers, and other professionals to produce marketing materials like brochures, business cards, and presentations.
• Billing & Financial Support:
• Assist with client billing, including the preparation and distribution of invoices, tracking billable hours, and managing payment reminders.
• Implement firm and client expense processes, including input, tracking, and reporting.
• Implement credit card receipt processes, and support accounting and bookkeeping functions as needed.
• Assist with reconciling financial documents and maintaining up-to-date records.
• Help address billing inquiries from clients and resolve any discrepancies or issues promptly.
• Event Planning & Coordination:
• Plan and execute firm events such as client meetings, seminars, webinars, networking events, and holiday gatherings.
• Coordinate logistics for both in-person and virtual events, including venue selection, catering, attendee invitations, and technology setup.
• Collaborate with attorneys and marketing teams to promote events to clients, prospects, and the community.
• Manage post-event follow-up, including thank-you notes, surveys, and capturing attendee feedback.
• Assist in managing the firm’s participation in conferences, and other professional events.
• Office Administration:
• Provide general administrative support to attorneys and staff, including scheduling meetings, handling correspondence, and maintaining office supplies.
• Maintain organized filing systems (both digital and physical), ensuring compliance with confidentiality and legal requirements.
• Monitor and maintain office equipment and supplies, including arranging repairs and restocking as necessary.
• Ensure the office is professionally organized and that common areas are maintained, with support from the office receptionist.
  

Qualifications:

• Bachelor’s degree in Business Administration, Marketing, Communications, HR, or a related field (preferred).
• Minimum of 2-3 years of experience in office management or administrative support, preferably in a law firm or professional services environment.
• Knowledge and experience in HR functions, including recruitment, benefits, and payroll.
• Strong proficiency in social media, and content creation.
• Experience with billing software and basic accounting principles.
• Proven ability to coordinate events and manage multiple tasks with attention to detail.
• Excellent written and verbal communication skills with a professional demeanor.
• Strong organizational, problem-solving, and multitasking abilities.
• Proficiency in Microsoft Office Suite, and online social media tools.
  
  

Compensation: Compensation will be based on experience and qualifications, with a range of annual salary of $55,000 - $70,000. This is an in-person role, with work hours of 9:00am to 5:30pm with a one-hour break. Benefits include a health insurance stipend, paid time off, 401K, and paid parking.