🚀 Legal Operations Manager

Overview

Kaplan Kirsch LLP is a fast-growing national law firm devoted exclusively to helping clients solve problems involving complex and high-profile projects in transit, rail, real estate, land use, infrastructure, project financing, airports, renewable energy, environmental, conservation, and tribal law. The Firm’s work is often highly visible to the public. The Firm values colleagues and clients; when you enjoy working with a great team and know your contributions make a difference, your professional life can be enjoyable and rewarding. We are proud of the quality of our work and a spirit of collaboration across the team.

Summary/Objective

We’re looking for a highly organized and proactive Operations Manager to provide comprehensive support to the Chief Operating Officer (COO) and assist with driving strategic initiatives, efficiencies and overseeing the organization’s daily operations. The Operations Manager is responsible for the day-to-day management of the firm's legal administrative staff, temporary administrative staff, and interns as needed. This role ensures the teams deliver timely, high-quality work and, in conjunction with the COO, optimizes resource utilization through firm-wide operational procedures to increase efficiency.

Responsibilities

• Administration & Communication: Manage COO calendar, including meetings, deadlines and deliverables; coordinate with internal and external stakeholders on logistics, scheduling and rescheduling as needed.
• Prepares, edits, and formats correspondence, reports, presentations, and other business documents.
• Coordinates with internal and external stakeholders for seamless communication, serving as the primary point of contact on behalf of COO.
• Assists with budgets, provides payroll, HR and accounting support, expense management and follow-up.
• Handles all responsibilities with a high degree of professionalism, discretion, and confidentiality.
• This role will have access to extremely sensitive information and demands the utmost respect for privacy regarding internal protocols.

Supervision of Legal Support Staff

• Supervise daily activities of the legal administrative support team (legal assistants, and potentially temporary staff and interns as needed); coordinate assignments to ensure balanced workload allocation; manage OT and facilitate support.
• Manage staff schedules to maintain an appropriate level of staffing in the office.
• Assist in recruiting, hiring and training new legal staff, fostering an organized and skilled team.
• Evaluate current team processes and identify, design and implement strategic operational solutions to eliminate inefficiencies.
• Assist with designing engaging training documents for the administrative staff. Provide training and ongoing professional development. Supervise, train, mentor, and coach staff to ensure team members are meeting performance standards.
• Assist with conducting employee performance evaluations, seeking input from the attorneys; providing comprehensive, respectful and direct but supportive feedback, counsels employees as appropriate.
• Stays informed about legal industry trends, technological advancements and regulations affecting the legal administrative support functions.

Strategy, Operations & Project Management

• Proactively provide research, collect, analyze and synthesize data to provide relevant reporting and support to COO for informed and strategic decision-making.
• Assist with monthly data reporting to ensure accuracy and timely deliverables. Coordinate with different departments to ensure seamless communication and project execution.
• Supports the COO with the implementation of projects and overall project management of key projects within scope, time, and budget.
• Develop and monitor key performance indicators (KPIs) to track organizational progress and prepare status and outcome reports for stakeholders.
• Assist with design and implementation of operating systems and processes.
• Assist with the launch of new tools, technologies and initiatives.

Other Duties

Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

• 6-9 years of office administration experience in a law firm.
• Experience leading, supervising, and managing a team required.
• Bachelor’s degree in Business or four-year college degree with equivalent experience.
• Familiarity with law firm operations, HR practices and financial data analysis and workflows.
• Tech Savvy: Advanced proficiency in Excel and PowerPoint (i.e. database analysis and manipulation and presentation design).
• Exceptional data entry skills with a high degree of accuracy, efficiency, attention to detail and quality of work.
• Displays good judgment and a high degree of trustworthiness, a positive, no-drama attitude and the discretion to handle sensitive matters.
• Has exceptional interpersonal, organizational, and written skills, and is comfortable interacting with lawyers and professionals at all levels of leadership.

Work Environment

Kaplan Kirsch has a strong team-oriented environment that is cultivated by all team members. Our firm’s employees are proud of collaborating to serve firm clients. Our commitment to teamwork allows us to draw from multiple fields of experience from our range of practice areas, ensuring our ability to meet each client’s individual needs. Our team approach enables us to evaluate a situation from several points of view until we discover the advantage that makes the difference for our client.

Position Type & Expected Hours of Work

Regular business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., including lunch hour. This is a full-time exempt position working from either our Denver, DC, or New York office.

Travel

Some out-of-area and overnight travel may be needed to visit other offices, attend conferences or other professional functions.

Salary & Benefits

Salary Range: $100,000-$130,000 annually. The final salary will be commensurate with education and experience. We are currently working in a hybrid environment, which may allow for remote work as business needs allow. We offer medical, dental, vision, HSA, FSA, STD, LTD, group term life insurance, 401(k), flexible PTO, and parental leave. The firm will also cover some public transportation costs.

Equal Employment Opportunity

The Firm is actively committed to fostering the principles of diversity, inclusion, and equal employment opportunity. We do not discriminate against applicants or employees on the basis of age, race, color, religion, creed, national origin, ancestry, gender, gender identity, gender expression, sex, sexual orientation, sexual identity, disability, marital status, military status, or any other status protected by federal, state, or local law.

If you need reasonable accommodation at any point in the application process, please do not hesitate to reach out by emailing

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