Job Description

Legal Operations Supervisor

Wheeler Trigg O’Donnell (“WTO”) was established in 1998 and currently numbers more than 100 lawyers. The firm represents sophisticated clients in high-stakes civil trials, appeals, and related litigation ranging from complex commercial to class actions to catastrophic torts. WTO lawyers have taken more than 1,100 trials and, arbitrations to verdict or award and hundreds of appeals to opinion in 45 states and Washington D.C., with exceptional results for our clients

Summary/Objective

We’re looking for a highly organized and proactive individual to provide comprehensive support to the Chief Operating Officer (COO) and assist with driving efficiency and overseeing the organization’s daily operations.

This position will be the right-hand person to the COO, responsible for driving strategic initiatives, enhancing organizational performance, efficiently managing calendars, coordinating internal and external meetings, preparing and maintaining confidential documents, facilitating communication across departments and fostering innovation. This is a critical role that ensures smooth execution of the company's vision by overseeing projects and aligning teams to achieve organizational goals.

In addition the Legal Operations Supervisor is responsible for the day to day management of the firm's legal support staff, which include legal secretaries, administrative assistants, and interns. This role is responsible for ensuring the teams deliver timely, high quality work, and to optimize resource utilization through implementation of firm wide operational procedures that increase efficiency.

Responsibilities

Administration & Communication

• Manage COO and Firm calendar, including meetings, key deadlines and deliverables; coordinating with both internal and external stakeholders on logistics, scheduling and rescheduling as needed.
• Prepares, edits, and formats correspondence, memos, reports, presentations, and other business documents.
• Plans and executes internal and external events, ensuring smooth execution including; liaising with vendors, managing logistics, preparing agendas, reserving conference rooms, catering, and a/v technology.
• Coordinates with internal and external stakeholders for seamless communication, serving as the primary point of contact on behalf of COO.
• Assists COO with firm projects and tasks including coordinating calendars and tracking action items and timelines to ensure project deadlines are met.
• Assists with administrative tasks, expense management and follow-ups.
• 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 and internal protocols.

Supervision of Legal Support Staff

• Supervise daily activities of the legal administrative support team (legal secretaries, floaters and interns); coordinating 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 a cohesive and skilled team.
• Provide training and ongoing professional development. Supervise, train, mentor, and coach staff to ensure team members are meeting performance standards.
• Conducts employee performance evaluations, seeking input from the attorneys; counsels employees as appropriate.
• Stays informed about legal industry trends, technological advancements and regulations affecting the legal administrative support functions.

Strategy, Operations & Project Management

• Collaborates with the COO, department leaders and key committee members and to develop and implement strategic goals and objectives.
• Conducts research and analysis to assist with management decision-making processes.
• Provides input on process improvements to help optimize workflow and improve operational efficiency.
• Oversee monthly data reporting to ensure accuracy and timely deliverables. Coordinate with different departments to ensure seamless communication and project execution.
• Supports 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.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

• 3- 5 years of executive assistant or 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, legal procedures, court rules, HR practices and financial workflows
• Tech Savvy: Advanced proficiency in Excel and PowerPoint (i.e. data 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 and adept at interacting with lawyers and professionals at all levels of leadership.

Work Environment

The team atmosphere is fostered not only by the lawyers, but by all members of the professional staff. Our firm’s employees are proud of collaborating to service firm clients. Our commitment to teamwork allows us to tap 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 analyze a situation from several points of view until we uncover 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 non-exempt position working from our Denver office. Overtime is paid at 1.5 times the hourly pay rate when the employee works more than 40 hours in a Sunday through Saturday work week.

Travel

Travel is limited and primarily local during the business day, although some out-of-area and overnight travel may be needed to attend conferences or other professional functions.

Salary Range: $90,000 - $125,000 annually. The final salary will be commensurate with education and experience. Additionally, the firm provides standard benefits including health insurance, 401(k) contribution, and paid time off, with annual bonus potential based on firm performance.

An Equal Opportunity Employer

We are an Equal Opportunity Employer (EOE) that values and respects the importance of a diverse and inclusive workforce. It is the policy of the firm to recruit, hire, train and promote persons in all job titles without regard to race, ethnicity, religion, sex, age, veteran status, disability, sexual orientation, or gender identity. We recognize that diversity and inclusion is a driving force in the success of our firm. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.

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