Job description
We are seeking a highly organized and proactive Operations Assistan t. This is a non-attorney role focused on supporting the internal operations of the firm to allow the legal team to focus on strategic legal work. The Operations Assistant will be responsible for managing workflows, tools, and systems, and contributing to a smooth, efficient, and professional environment. This is a remote-first role, ideal for someone who is self-directed, detail-oriented, and comfortable working independently while collaborating with a dispersed team.
Responsibilities
Operations and Workflow Management
• Manage and maintain project management systems (Asana)
• Track and follow up on operational tasks and deliverables
• Create, document, and update SOPs and internal templates
• Identify inefficiencies and propose improvements to workflows and systems
Client Onboarding and Support
• Assist with onboarding processes and preparation of welcome materials
• Coordinate with other team members and vendors to ensure a consistent client experience
• Support client retention and satisfaction efforts
Technology and Tools
• Manage tools such as Asana, Clio, Microsoft Office Suite (Outlook, Word), OneDrive, Slack, Clay, and Canva
• Troubleshoot tech issues and support others in the firm in using the tools
• Recommend and help implement new software or process automations
• Use AI tools like ChatGPT to streamline operations where appropriate
Documentation and Reporting
• Maintain internal dashboards, task trackers, and project reports
• Assist with meeting agendas, process reviews, and documentation maintenance
Optional and Post-Ramp-Up Responsibilities (After 6 months)
• Provide support in online marketing tasks including newsletters, blog posts, website updates, and social media
• Assist with invoice entry, time tracking, and financial coordination in Clio
• Support CRM maintenance and network tracking via Clay
• Minimum of 2 years of experience in operations or project coordination in law firm or legal environment (law firm, legal department, etc.)
• Previous experience working remotely in a professional environment
• Demonstrated experience creating and implementing workflows or processes from scratch
• Strong English communication skills (Spanish not required)
• Experience with or ability to learn and use Asana effectively
• Availability to work full-time with significant overlap with Pacific Standard Time (PST)
Soft Skills
• Highly organized and methodical
• Strong initiative and self-direction
• Curious and inquisitive; enjoys learning new tools and solving problems independently
• Clear and professional communicator (written and verbal)
• Collaborative and comfortable receiving and providing feedback
• Honest, accountable, and dependable
• Adaptable to changing priorities or environments
• Client-focused mindset, even in back-office tasks
Hard Skills
• Project management tool proficiency (Asana preferred)
• Strong digital fluency and ability to quickly learn new platforms
• Excellent document formatting and file management
• Working knowledge of Microsoft 365 (especially Outlook and Word)
• CRM familiarity (Clio or similar)
• Experience with cloud-based tools (OneDrive, SharePoint, Slack)
• Optional: Knowledge of Canva, Squarespace, email marketing tools, and Clay
Work Schedule: Monday to Friday 8:00am to 5:00pm Pacific Standard Time
Job Type: Fulltime
