Operations Assistant (WFH)

• Manage and maintain project management systems (Asana)

• Track and follow up on operational tasks and deliverables

• Create, document, and update SOPs and internal templates

• Identify inefficiencies and propose improvements to workflows and systems

• Assist with onboarding processes and preparation of welcome materials

• Coordinate with other team members and vendors to ensure a consistent client experience

• Support client retention and satisfaction efforts

• Manage tools such as Asana, Clio, Microsoft Office Suite (Outlook, Word), OneDrive, Slack, Clay, and Canva

• Troubleshoot tech issues and support others in the firm in using the tools

• Recommend and help implement new software or process automations

• Use AI tools like ChatGPT to streamline operations where appropriate

• Maintain internal dashboards, task trackers, and project reports

• Assist with meeting agendas, process reviews, and documentation maintenance

• Provide support in online marketing tasks including newsletters, blog posts, website updates, and social media

• Assist with invoice entry, time tracking, and financial coordination in Clio

• Support CRM maintenance and network tracking via Clay

• Minimum of 2 years of experience in operations or project coordination in law firm or legal environment (law firm, legal department, etc.)

• Previous experience working remotely in a professional environment

• Demonstrated experience creating and implementing workflows or processes from scratch

• Strong English communication skills (Spanish not required)

• Experience with or ability to learn and use Asana effectively

• Availability to work full-time with significant overlap with Pacific Standard Time (PST)

• Highly organized and methodical

• Strong initiative and self-direction

• Curious and inquisitive; enjoys learning new tools and solving problems independently

• Clear and professional communicator (written and verbal)

• Collaborative and comfortable receiving and providing feedback

• Honest, accountable, and dependable

• Adaptable to changing priorities or environments

• Client-focused mindset, even in back-office tasks

• Project management tool proficiency (Asana preferred)

• Strong digital fluency and ability to quickly learn new platforms

• Excellent document formatting and file management

• Working knowledge of Microsoft 365 (especially Outlook and Word)

• CRM familiarity (Clio or similar)

• Experience with cloud-based tools (OneDrive, SharePoint, Slack)

• Optional: Knowledge of Canva, Squarespace, email marketing tools, and Clay

Staff4Me