Auxiliar Administrativo managing administrative tasks in IT recruitment firm. Responsibilities include vendor management, documentation, and internal support in a hybrid setup.
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
Job type
Experience level
Salary
Degree requirement
Location requirements
Administrative Assistant supporting the Educational Initiatives team at Cato Institute. Manages scheduling, reports, travel bookings, and departmental support in a hybrid role.
Senior Administrative Assistant supporting Commercial Banking Division at Wells Fargo. Responsibility includes managing administrative tasks and providing professional support to leaders and teams.
Office Manager overseeing office operations at eClear AG in Berlin; managing workflows, supporting processes, and collaborating with teams.
Assistente Administrativo for Genesis Group, aiding in agricultural inspection and certification processes. Responsibilities include scheduling inspections and liaising with cooperatives and financial institutions.
Administrative Assistant supporting energy management operations with a focus on client and project organization. Involves managing data and assisting in financial operations for energy transactions.
Administrative Assistant managing legal documents and processes for a consumer and banking law firm. Engaging in various administrative tasks and ensuring compliance with legal ethics.
Bilingual Legal Administrative Assistant at McCarthy Tétrault supporting legal teams in Montreal and other cities. Responsibilities include managing requests and document support in both English and French.
Verwaltungsmitarbeiter supporting Alloheim's ambulanten Pflegdienst. Managing billing and documentation in a collaborative team environment.
Administrative Assistant providing crucial office management and support for Shermco Industries. Handling data entry, call routing, and general administrative tasks with a focus on efficiency.