Business Operations Support Specialist

Job Description:

The Business Operations Support Specialist will provide administrative and general reporting support to the Executive Directors of the firm’s legal departments and the Information Technology (IT) department. The Business Operations Support Specialist will also work closely with attorneys and professional staff stakeholders across various functional areas.

A career at Nixon Peabody is the opportunity to do work that matters. It’s the chance to use your knowledge to shape what’s ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We’ve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you’re someone who’s looking toward the future, we’d love to hear from you.

Location: Boston, MA; Providence, RI; Rochester, NY

Responsibilities:

Financial Administration

• Prepare and distribute routine and time-sensitive ad hoc reporting for the firm’s three legal departments and the IT department. Develop knowledge and understanding of reporting tools and content to modify and make changes as appropriate. Work with Finance group to obtain custom reports, as needed.
• Perform routine outreach and follow up with attorneys related to billings, inventory balances, credit balances, estimated close dates, pending matters, etc.
• Process vendor invoices and other expense reimbursements, manage accounts payable, and reconcile financial statements.
• Assist the IT department with budget preparation and expense tracking
  
  
  

Administrative Operations

• Oversee department operations and procedures to ensure efficiency and effectiveness.
• Manage office supplies, equipment, and facilities (IT department).
• Coordinate with other departments to resolve any office-related issues (IT department).
• Facilitate communication and ensure timely responses to inquiries and requests.
• Ensure compliance with data protection regulations and company policies (IT department).
• Responsible for ensuring all aspects of vendor engagement, review, contracts, invoicing and billing. Work with Directors to reconcile billing issues (IT department).
• Gather appropriate information to create/update presentations that are used for internal purposes.
• Manage updates of Practice Group and Team assignments and automated DL memberships, including Hire/Term/Change notifications.
• Independently compose routine correspondence and other documents. Proofread and edit financial, technical, or other business-related information.
• Support the planning large and small meetings, including serving as the primary point of contact for some. Manage complex calendars and travel schedules and see to all related details, such as file preparation, conference room reservations, catering needs, agenda preparation and distribution, etc.
• Support the firm’s three legal departments in the lateral attorney hiring process, as needed.
• Periodically undertake assignments involving independent research and compilation of data for miscellaneous business operations projects.
  
  
  

Communication and Collaboration

• Exhibits exceptional communication and organizational skills as well as strong attention to detail.
• Interacts effectively and develops strong working relationships with personnel across all firm locations and levels, including firm leadership, attorneys and professional staff.
• Perform other duties as assigned.
  
  
  

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

• 1-3 year’s experience in business or financial administration.
• Bachelor’s Degree preferred. Work experience in lieu of a degree will be considered, preferably in a law firm or professional services environment.
• Possess the highest levels of judgment, confidentiality, professionalism and integrity.
• Has strong initiative and demonstrate the ability to work independently to manage multiple projects to completion.
• Analyzes problems and exercises good judgment.
• Ability to manage multiple tasks and demonstrates composure under pressure.
• Possesses strong technical skills, including proficiency in PowerPoint, Excel, and MS Word. Familiarity or willingness to learn PowerBI, and other financial databases, etc.
  
  
  

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Veteran. Nixon Peabody is committed to creating a fair workplace and does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, or any other characteristic protected by applicable law.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly-hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows: Boston, MA: $70,000 - $100,100; Providence, RI: $63,500 - $90,750; Rochester, NY: $63,500 - $90,750

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range(s) are Nixon Peabody’s good faith estimate of the annual salary(ies) it reasonably expects to pay for the position at the time of this posting.