Chief Assistant Jobs in Oregon (NOW HIRING)

WE ARE A GROWING LAW FIRM LOOKING FOR AN EXPERIENCED OPERATIONS EXECUTIVE TO TAKE US TO THE NEXT LEVEL AND BEYOND.

We are looking for a Chief Operating Officer for a growing Law Firm. This is a C-level position … a full-blown, bona fide COO responsible for a wide range of activities in all phases of administration, personnel, marketing, finances, facilities, and business systems.

We need someone with significant hands-on experience. You will handle key administrative responsibilities and play a major role in shaping firm culture.

You must have experience managing a team of more than 30 people and a budget of more than $10,000,000. This is not a position for an “Office Manager” or an “Administrative Assistant.”

We have put a lot of energy into building our “A team” and we need to take it to the next level. As you know, the COO is a key hire; it is crucial that we get this right! Our process might take a little longer than you’re used to…but it’s worth it. If you take the time to read this ad and follow the instructions to apply, we will be excited for the chance to learn more about you.

About the position

This position is responsible for overseeing and improving both our people and our systems.

The COO will be responsible for planning and managing the day-to-day operations of the Firm, and for implementing Firm policies and procedures under the general guidance and supervision of the two owners.

The COO will create or improve all administrative functions in our firm. We are building a firm where systems run the business, and people run the systems.

What You’ve Done

You must be able to show evidence of your prior success with:

·      Business process creation, implementation, refinement and systems management to ensure sustainable operation of the Firm

·      Systems management to ensure matters are handled appropriately so that client needs are met, legal & ethical requirements are met, and clients receive excellent service

·      Human Resources strategy, employee leadership, performance management, supervision (and termination)

·      Understanding and using common financial reports to make decisions (budget variance, P&L, cashflow forecast)

·      Overseeing marketing and sales

·      AI and automation to streamline workflows, boost profitability, and deliver exceptional client experiences

·      Monitoring legal production to ensure cases and clients move progressively to established milestones and resolution in the prescribed amount of time

·      Overseeing and executing financial systems and controls: time-tracking, billing, trust account management, collections, bookkeeping, expense management, accounts payables, payroll, audits, taxes.

·      Management of bookkeeper, accountant, technology systems and other vendors

Who You Are

What you can do is important. Who you are is equally important. The right person for this role must:

·      Not only adapt to change, but drive it

·      Provide solutions, not just uncover problems

·      Have a high energy level

·      Have thick skin and high empathy

·      Have a sense of humor in equal measure to your sense of compassion

·      Have keen conflict resolution skills (not conflict avoidance skills)

·      Be metrics-driven and KPI-obsessed

We need someone with experience and maturity to keep the Firm’s needs in the forefront and work closely with the owners and key staff on strategy, policy, problem-solving, and decision-making.

The ideal candidate understands that you cannot manage what you do not measure – and can help us figure out how to build systems to ensure we can measure and manage effectively.

We need a COO who is a rockstar savant of project management and systems development, who will be invested in making important contributions to the operating and financial success of the Firm.

Our ideal candidate is not just comfortable with growth and change but thrives in an environment where people are constantly looking to improve the business and themselves. Our business grew fast, and while we are not a “start-up,” we have a growth-focused environment.

Who We Are

Working with us can prove to be the best job you ever had or the most frustrating … depending on your flexibility, team-spirit, commitment to our clients, and your realistic expectations about what it’s like to work in a fast-paced growing business with passionate and entrepreneurial owners.

The law firm is a partnership between two owners that began in 2019.  We’ve grown a lot since then.  Last year, we were recognized on the Inc. 5000 list as one of the fastest-growing companies — ranked

#364 in California, #61 in Legal, and #98 in San Francisco–Oakland.   We are bringing in someone to help us “mind the store.” The right person for this position is someone we can develop trust in and who will trust in us. The right person for this position will be able to “manage up” to help us help you get your job done.

We are based in Lafayette, CA.  This can be a remote position so long as you are willing to travel to spend time in the office.

Prior legal experience is not required, but preferable. You need to commit to getting up to speed quickly because you will be expected to make sure cases and clients are getting the attention they need and that the staff is following the rules.

Compensation

The base salary for this position is expected to range from $160,000 to $200,000 and a comprehensive benefits package.  In addition to base compensation, you will be able to earn significant performance-based bonuses/incentives for helping achieve ambitious results.  

Bonuses and incentives are earned based on achievement of specific key performance indicators (KPIs), including contributions to the firm's growth, customer service, profitability, culture, operational excellence, and other performance objectives.

How to Apply:

This will be a multi-step interview process so we can get to know each other and make sure we are a good fit; this is the first step. If you are not willing or excited about a multi-step interview where we get a real opportunity to get to know each other better and make sure we are a really good fit for this very critical role, please don’t apply.

If this sounds like your next adventure, we’d love to hear from you! Please submit the following to with the subject line: “COO Application – (Your Full Name)”

1.    Your Resume (PDF format, please).

2.    A one-page Cover Letter telling us why you’d be the perfect fit for this role, including:

o   A recent example of how you improved a process or system.

o   Your favorite productivity or organizational tool and why you love it.

3.    Include the phrase “Attention to Detail” somewhere in your cover letter to show you read this posting carefully.

Incomplete applications or those not following instructions will not be considered.