Assistant

,the the beforea fast-pacedThis role would serve as the Firm’s primary administrative and operational support and act as a point of contact for clients, visitors, and callers. The position blends responsibilities with front-desk and initial family law intake coordination. The individual in this role works very closely with the founder and team and is responsible for keeping the founder prepared and informed. This is a high-trust, detail-oriented position requiring discretion, initiative, flexibility, and excellent judgment.

Duties

Administrative Support

• Provide direct administrative support to the founder, including calendar management, scheduling, meeting coordination, and preparation for appointments, hearings, and other appearances.
• Serve as the founder’s central point of coordination, ensuring follow-ups, reminders, and action items are tracked and completed.
• Maintain close, ongoing communication with the founder to keep them informed of office activity, client matters, deadlines, and issues requiring attention.
• Assist with preparation, organization, and follow-up for meetings, including agendas, notes, and action items.
• Run work-related and limited personal errands for the founder as needed to support business efficiency (e.g., document drop-offs, pickups, banking, vendor coordination, supply runs, or other time-sensitive tasks).
• Use personal vehicle for errands as required.
• Support the team with administrative and clerical tasks as needed.
• Assist with special projects and firm initiatives as assigned.
• Manager pre-billing process and send bills to clients, follow up on balances and confirm with shareholder or founder regarding such.
• Coordinate payment of bills with bookkeeper.

Initial Intake & Client Coordination

• Serve as a point of contact for prospective family law clients via phone, email, and online inquiries.
• Conduct initial, high-level intake screening for family law matters (e.g., divorce, custody, support), gathering essential information with empathy and professionalism.
• Accurately enter preliminary intake information into the firm’s CRM and case management systems.
• Schedule consultations with attorneys and confirm appointments with prospective clients.
• Clearly communicate next steps, consultation expectations, and required documentation prior to attorney meetings.
• Coordinate with the legal team to ensure a smooth handoff for full intake and case evaluation.
• Input and maintain data in the firm’s databases and CRM systems.
• Assist the Partner with maintaining contact with referral sources and professional networks through Smokeball tracking and follow-ups.

Front Desk Duties

• Greet clients and visitors warmly and professionally, creating a positive first impression of the firm.
• Answer and direct incoming phone calls, emails, and inquiries in a professional and timely manner.
• Manage conference room scheduling, including setup and breakdown for meetings, mediations, depositions, and client appointments.
• Serve as backup support for general office operations and administrative coverage.
• Maintain a tidy kitchen and organized supplies.

Marketing & Firm Support

• Assist with posting approved social media content and coordinating with the firm’s marketing consultant as needed.
• Manage e-cards, thank-you notes, and other firm communications.
• Assist with vendor status checks, invoice input, and expense discrepancy monitoring (e.g., Stamps.com).
• Assist with shareholders’ presentations, speaking engagements, and marketing/networking initiatives.

Requirements and Qualifications:

• Minimum of 1 year family law experience preferred or 2 years assistant experience.
• Reliable personal vehicle required.
• Valid driver’s license, proof of insurance, and a clean/good driving record required.
• Experience in operating standard office equipment such as a computer, photocopier, postage machine, and scanner.
• Smokeball and Ring Central experience preferred.
• Proficient in Microsoft 365 (specifically, MS Word, MS Excel & Outlook), and Adobe Pro/Sign.
• Must be a self-starter who is well organized and can handle multiple tasks with the ability to prioritize work.
• Must be a team player with a positive attitude.
• Must be reliable and responsible.
• Excellent communication skills, both verbal and written.
• Ability to work in fast paced environment while paying close attention to detail.
• Professional appearance and demeanor.
• Must be able to lift 50 lbs.
• Exceptional attendance.

Benefits:

• 401(k)
• Health insurance
• Vision insurance

Work Location: In person

Pay: $25.00 - $32.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person