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Firm Office Manager

4 months ago

Costa Mesa, United States Helton Law Group, APC Full time

A boutique healthcare law firm in Costa Mesa, CA is looking for a motivated problem-solver to join its team as a Firm Office Manager. The firm and its employees are dynamic, focused and fast paced, striving for excellence in all they do.

The Firm Office Manager plays a pivotal role in ensuring the smooth operation of the office while also providing strategic support to the executive team. This multifaceted position requires strong organizational skills, leadership capabilities, and the ability to handle a wide range of responsibilities.

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.

EDUCATION AND EXPERIENCE REQUIRED:

  • Bachelor's degree in business administration, management, or a related field (Master's degree preferred)
  • Proven experience in office management, administration, or a related field
  • Strong organizational and multitasking skills, with the ability to prioritize and manage multiple projects simultaneously
  • Excellent communication and interpersonal skills, with the ability to interact with individuals at all levels of the organization
  • Proficiency in Microsoft Office suite and other office software applications
  • Experience in strategic planning, project management, or executive support is a plus
  • High level of integrity, professionalism, and discretion, with the ability to handle confidential information with sensitivity

***Candidate must be able to work onsite at our office daily in Costa Mesa.

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.