Job Description:
• Manage Founder’s email (Google Workspace) and prioritize urgent communications.
• Handle calendaring, scheduling, and coordination of meetings.
• Serve as primary point of contact for incoming calls via Dialpad.
• Attend and support internal meetings, capturing action items and next steps.
• Manage billing and time entries in Clio Manage (high-priority revenue-impact function).
• Ensure accurate tracking of billable work and prevent revenue leakage.
• Support administrative documentation tied to billing and workflow accuracy.
• Track and manage daily tasks and follow-ups across the organization.
• Coordinate permit applications and third-party documentation (surveys, engineering plans, etc.).
• Ensure execution of structured workflows and deadlines across projects.
• Develop, refine, and document SOPs for firm-wide operations.
• Support implementation of scalable workflows using Google Workspace and AI tools (Gemini).
• Assist in building onboarding systems for future Executive Assistants and coordinators.
• Run daily stand-up and weekly round-up meeting documentation and action tracking.
• Convert discussions into structured tasks and follow-ups.
• Support coordination across attorneys, partners, and business team members.
Qualifications:
• Demonstrates strong organizational, documentation, and time management skills.
• Proven ability to manage high-priority tasks in a fast-paced, founder-led environment.
• Demonstrates strong attention to detail and proactive problem-solving mindset.
• Clear and coherent both written and verbal communication skills in English.
Screening Criteria:
• Minimum of two (2) years of experience in Executive Assistant, Operations Coordinator, or similar role.
• Experience with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive).
• Experience handling confidential and revenue-impacting administrative work.
• Must have stable employment history.
