What are the responsibilities and job description for the Operations Assestant position at Katz Banks Kumin LLP?
SYNOPSIS
Provide comprehensive operational support, including responding to client and staff requests, coordinating internal/external correspondence, and occasional front desk coverage. This pivotal role requires exceptional communication and interpersonal skills, the ability to manage complex tasks independently, and a high degree of discretion and professionalism. A resourceful problem-solver who thrives in a fast-paced environment who anticipates the needs of senior leadership.
KEY AND ESSENTIAL FUNCTIONS
Communication Management: Serve as a key point of contact for internal and external communications. Professionally handle incoming and outgoing correspondence, including drafting emails, preparing memos, and managing postal mail. Efficiently screen and prioritize phone calls and voicemails, ensuring timely and appropriate responses.
Document and File Management: Organize and maintain physical and electronic documents, ensuring easy access and retrieval. Manage confidential and sensitive corporate files with the utmost discretion and security. Implement and maintain efficient filing systems.
Report and Presentation Preparation: Prepare reports, presentations, and other documents as required, ensuring accuracy, clarity, and adherence to deadlines. This may involve data gathering, formatting, and proofreading.
General Office Administration: Handle a variety of general office tasks, including preparing and submitting expense reports, answering and directing phone calls, and warmly greeting and screening visitors. Maintain office supplies and ensure the smooth operation of the office environment.
Calendar Management: Efficiently manage the team calendar, including scheduling meetings, appointments, and conference calls across different time zones. Proactively manage and resolve scheduling conflicts. Additionally, manage some personal appointments with the same level of care and discretion.
Meeting and Travel Coordination: Organize and coordinate internal and external meetings, including scheduling, preparing agendas, and meeting materials, and taking minutes as needed. Arrange complex travel itineraries, including flights, accommodation, ground transportation, and visa applications, ensuring cost-effectiveness and efficiency.
REQUIREMENTS
Required: A combination of relevant education, experience and training equivalent to a bachelor’s degree and:
- Proven experience (1-3 years) providing administrative, front office support.
- Exceptional written and verbal communication skills, with a strong attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
- Excellent problem-solving skills and the ability to work independently in a fast paced environment.
- High level of professionalism, discretion, and integrity.
Preferred: This role requires the ability to independently manage deadlines for multiple assignments in a fast-paced, detail-oriented office environment. Key competencies include the ability to demonstrate:
- Prior experience with a law firm or professional services firm
- Cultural competence interacting with diverse prospective clients, vendors and staff
- Problem solving and attention to detail
- Excellent communication skills
- Effective collaboration with colleagues, clients, vendors and other stakeholders
- Responsiveness to inquiries from internal and external stakeholders
OTHER KEY INFORMATION
Full-time employees are eligible for a generous total rewards package including a competitive salary, commensurate with experience. We are a passionate and fun group of employees who share a commitment to helping people who have identified wrongdoing or been wronged themselves.
Type: ☒Full time ☐Part time ☐ 1099/Temporary
FLSA: ☐Exempt ☒ Non-exempt/Overtime eligible
Work Location: ☐Remote ☒ Onsite ☐Hybrid
Travel Requirement: Occasional; Less than 10%
Salary : $30 - $45