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Office Manager/Executive Assistant

2 months ago

Houston, Texas, United States Savvy HR Partner Full time
Office Manager/Executive Assistant

We are seeking a highly organized and detail-oriented Office Manager/Executive Assistant to join our team at Savvy HR Partner. As a key member of our administrative team, you will play a vital role in ensuring the smooth day-to-day operation of our office.

Key Responsibilities:
  • Email and Communication Management: Monitor, organize, and respond to emails on behalf of the firm, ensuring prompt and professional communication with clients, vendors, and internal teams.
  • Client Relations Management: Serve as the first point of contact for clients, delivering a professional and welcoming experience in person, by phone, or via email. Maintain relationships with key clients and address any concerns.
  • Scheduling and Calendar Coordination: Manage executive and attorney calendars, schedule meetings and client appointments, and resolve conflicts to optimize time and productivity.
  • Office Supply and Operations Management: Keep the office fully stocked by ordering and managing office supplies, ensuring smooth day-to-day operations. Oversee office operations, including coordinating repairs, managing office layouts, and ensuring a welcoming environment for clients and staff.
  • Event Planning and Networking Coordination: Research and identify key networking opportunities, industry conferences, and professional events. Coordinate attendance for attorneys and staff to strengthen the firm's presence in the legal community.
  • Document Management and Filing: Maintain both physical and electronic filing systems, ensuring legal documents are properly organized, accessible, and secure. Assist with drafting and editing legal documents and reports.
  • Executive Administrative Support: Provide high-level administrative assistance to executives, including preparing reports, managing confidential documents, and handling special projects.
  • Billing and Invoicing Support: Assist with client billing, invoicing, and payment processing. Ensure accurate timekeeping and help with financial reconciliations and expense reporting.
  • Travel Coordination: Arrange travel for executives and staff, including booking flights, hotels, and transportation, and preparing detailed itineraries.
  • Compliance and Policy Management: Ensure the firm's compliance with legal regulations and internal policies. Assist in policy development and enforcement.
  • Technology and Systems Support: Oversee office technology, including computers, printers, and software. Coordinate with IT support to resolve issues and ensure systems are secure and up to date.
  • Human Resources Assistance: Assist with recruitment, onboarding, maintaining staff records, tracking PTO, and supporting performance review processes.
  • Budget and Expense Management: Oversee office budgets, manage expenses, and assist with financial planning for office-related purchases and services.
  • Project Management: Coordinate and assist with special projects, ensuring deadlines are met and tasks are completed efficiently.
  • Conflict Resolution: Address internal office concerns and conflicts, escalating issues as necessary to maintain a positive work environment.
Requirements:
  • Proven experience as an Office Manager, Executive Assistant, or similar role in a professional setting, preferably within a law firm.
  • Strong organizational and multitasking skills with the ability to prioritize tasks and manage time effectively.
  • Excellent written and verbal communication skills; able to correspond professionally on behalf of the firm.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with office management software and systems is a plus.
  • Ability to work independently, exercise discretion, and handle confidential information with professionalism.
  • A proactive and flexible attitude, with the ability to anticipate needs and solve problems before they arise.
Why Join Us?
  • Work in a collaborative, professional, and respected law firm.
  • Opportunity to make a significant impact by supporting a team of legal professionals.
  • Be part of a firm that values both personal and professional growth.