Legal Operations Manager

JOB PURPOSE

The Legal Operations Manager will provide administrative and meeting services as well as technical support under the direct supervision of the NYIAC Executive Director. The successful candidate will have an opportunity to help expand NYIAC’s reach.

EDUCATION AND EXPERIENCE

• Bachelor’s or Associate’s Degree or diploma in business administration, office administration, accounting, legal administration or related field.
• General office services experience in a law, accounting, architectural, technology, marketing, advertising, non-profit or similar services setting.
• Professional demeanor and strong inter-personal skills.
• Proficiency in standard technology and software used in office services, video conferencing and meeting presentations preferred.
• Familiarity with business arbitration or litigation preferred.
• Basic bookkeeping experience preferred.

RESPONSIBILITIES

Reception

• Receive NYIAC-invited guest users (“Guests”) and familiarize them with the facilities and services.
• Assist Guests with their requests for additional information or hearing-related services.
• Administer the NYIAC mailing list and assist with invitations, announcements and other, usually electronic mailings, under the supervision of the NYIAC Executive Director.

Booking and Invoicing

• Answer requests for information from potential Guests regarding the use of NYIAC space, including providing cost estimates and information on booking policies, technology, etc.
• Maintain a calendar of booking requests and confirmed bookings.
• Confirm bookings, invoice Guests for bookings and track when payment is due and received.
• Build a file of Guest information for each booking, including the names of all attendees, technology needs, invoicing information, catering needs.

Hearings and Operations

• Arrange and supervise the delivery and removal of goods and services provided by third-party vendors and Guests.
• Compile the names and emails of Guests for swift processing by lobby security.
• Process Guest catering requests, and receive and set out Guest catering deliveries, including breakfast, coffee/tea and lunch.
• Arrange for shipping of materials to Guests following the conclusion of a hearing or event.
• Open and close the facilities at the start and end of the business day.

Technical Support

• Provide Guests with initial general orientation and instructions regarding use of NYIAC’s technology.
• Arrange and conduct testing of equipment with the parties prior to hearings.
• Set out and ensure recharging of wireless microphones.
• Update the NYIAC website as instructed by the NYIAC Executive Director.

Programs

• Assist in planning for and hosting programs at NYIAC, including Board meetings and Continuing Legal Education (CLE) programs.
• Administer RSVPs and coordinate catering for NYIAC Board meetings.

PLATFORM CAPABILITIES

• Microsoft Office Suite (Word, Excel, Powerpoint, Teams)
• WordPress
• Canva
• LinkedIn
• Zoom