Administrative Assistant performing complex administrative tasks for University Advancement. Involves oversight of daily operations and providing support across departments in a hybrid work environment.
About the role
- Office Manager overseeing daily administrative operations at Jackson LLP, a boutique healthcare law firm. Ensuring seamless collaboration and high standards in client service and communication.
Responsibilities
- Oversee the firm’s day-to-day administrative operations, serving as the organizational hub that keeps our attorneys and staff working efficiently and collaboratively.
- Ensure that our firm’s high standards for client service, professionalism, and internal communication are consistently maintained across both remote and in-person environments.
- Prepare attorneys’ daily call schedules and appointments by gathering information from the firm’s calendars and setting reminders for each assigned attorney.
- Serve as the initial point of contact for all incoming calls, including prospective clients, existing clients, and miscellaneous inquiries, exercising sound judgment in routing calls appropriately.
- Communicate daily with clients and potential clients by phone and email to schedule consultations, send information requests, and provide general assistance.
- Draft and send potential client quotes, engagement agreements, closing letters, and other administrative correspondence; review and edit client-facing documents for accuracy and clarity.
- Manage the client onboarding process once a client has signed an engagement agreement — creating digital folders, saving documents, processing deposits, updating information in the firm’s case management software (Clio), creating new matters, sending welcome emails, and notifying the firm team.
- Support the firm’s billing and financial operations by collecting payments, requesting retainer replenishments, paying vendor invoices, and entering basic expenses in Clio.
- Maintain awareness of client trust account balances and ensure that clients have sufficient funds for authorized work.
- Handle the firm’s mail and deliveries — sorting incoming items, preparing outgoing USPS Priority Mail, and maintaining office inventory (supplies, snacks, and beverages).
- Communicate with vendors and service providers as needed to support daily operations.
- Coordinate internal celebrations (like birthday lunches).
- Perform other administrative and operational duties as assigned by the attorneys.
Requirements
- Bachelor's degree
- Interest in a long-term, stable, permanent position.
- Ability to work several days per week in the Evanston office and remotely on other days.
- Comfortable with highly variable tasks, which will range from complex to rote
- Ability to exercise discretion when handling personal matters, appointments, and communications
- Willing to communicate via various communication mediums (phone, email, and letter), including feeling comfortable making and taking frequent phone calls
- Comfortable with technology, including Office 365 (Microsoft Word).
- Strong organizational skills and attention to detail, with the ability to prioritize competing tasks and deadlines.
- Excellent written and verbal communication skills, with a warm, professional demeanor.
- Minimum of 10+ years of administrative, office management, or professional services experience (law firm experience preferred).
- Familiarity with client billing, invoicing, and light bookkeeping functions.
- Demonstrated ability to manage confidential information with discretion.
- Organized, reliable, and self-motivated, with a strong sense of ownership and follow-through.
- Comfortable working in a hybrid environment, communicating effectively with both remote and in-office staff.
- Empathetic and calm under pressure, maintaining professionalism with clients and colleagues alike.
- Enjoys variety in daily work and takes satisfaction in helping a busy professional team function smoothly.
- Appreciates structure, stability, and a collegial firm culture that values both high performance and work-life balance.
- Prefers steady, consistent responsibilities over advancement or high-pressure performance metrics.
Benefits
- Health insurance (with employer contribution)
- Dental insurance (paid by employer)
- Vision insurance (paid by employer)
- Short-term disability insurance (paid by employer)
- 401k retirement with employer match
- Profit-sharing
- Paid personal time off
- Paid holidays
Job title
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