Key Responsibilities:- Oversee daily operational functions to ensure efficiency, compliance, and alignment with firm objectives.
- Manage firmwide operational calendars and ensure timely execution of key milestones, including lease renewals, licensing, insurance deadlines, and audit schedules.
- Oversee the firm's real estate portfolio and leasing activities from tracking to execution, including renewals, expansions, relocations, and terminations; collaborate with Facilities, Finance, and leadership to ensure consistency and fiscal responsibility across all locations.
- Support strategic space planning initiatives and coordinate with Facilities on office buildouts, maintenance, and vendor management to ensure operational readiness.
- Supervise the renewal and documentation processes for business licenses, insurance policies, and vendor contracts, ensuring compliance and centralized recordkeeping.
- Serve as a liaison between Operations, Facilities, IT, and other departments to ensure alignment and timely completion of cross-functional initiatives.
- Draft, edit, and distribute firmwide operational communications and updates in collaboration with firm leadership.
- Maintain and enhance operational platforms, including the firm's intranet (The Hub), ensuring information is accurate, accessible, and consistently updated.
- Develop, implement, and maintain operational policies, procedures, and resources to improve efficiency and promote standardization across offices.
- Prepare reports, presentations, and analytics for leadership review, providing insights and recommendations to improve operational outcomes.
- Coordinate and document leadership and departmental meetings, including scheduling, agenda preparation, minute-taking, and tracking of action items.
- Oversee execution of cross-departmental projects, tracking progress and ensuring deliverables are met on time and within scope.
- Identify opportunities to streamline processes and support change management initiatives to enhance firmwide productivity.
- Support the COO with administrative and strategic operational priorities, including special projects and long-range planning.
Requirements:- Bachelor's degree in Business Administration, Communications, or a related field required.
- 4-6 years of experience in operations, project management, or business administration; experience in a law firm or professional services environment strongly preferred.
- Strong understanding of operational best practices, compliance processes, and internal communication strategies.
- Excellent written and verbal communication skills with the ability to convey information clearly, professionally, and persuasively.
- Highly organized and detail-oriented, with demonstrated ability to manage multiple projects and competing priorities.
- Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams); experience with SharePoint or other content management platforms preferred.
- Ability to create polished presentations, visual materials, and executive summaries for leadership.
- Proven success in building relationships and fostering collaboration across departments.
- Demonstrated initiative, accountability, and problem-solving skills with a proactive mindset.
- High level of discretion and professionalism when handling sensitive information.
- Comfortable working in a fast-paced, evolving environment with shifting needs and priorities.
Equal Opportunity Employer
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