About Us:
The Vantage Network is a dynamic group of firms providing legal, consulting, and compliance services to corporate, governmental, and political clients. We are seeking a detail-oriented and proactive Operations Assistant to support our executive operations department and executive team. This position is integral to maintaining seamless business operations and supporting strategic initiatives.
Job Summary:
The Operations Assistant will work closely with the Director of Operations and the Director of Strategic Initiatives to ensure the smooth execution of daily tasks and long-term projects. This role involves coordinating client onboarding and offboarding, managing files, addressing professional staff needs, and supporting company-wide initiatives. The ideal candidate is highly organized, tech-savvy, and capable of managing multiple responsibilities in a fast-paced environment.
Key Responsibilities:
Operational Support:
- Coordinate the new client onboarding process to ensure a seamless experience.
- Maintain and update the CRM (HubSpot) and billing software (Bill4Time) with accurate client contact information on a rolling basis.
- Resolve professional staff issues with software such as Bill4Time, SharePoint, DocuSign, and Microsoft Office.
- Assist the operations team in preparing for weekly leadership meetings.
- Regularly maintain and organize company folders and files in SharePoint.
Strategic Initiatives:
- Support the Director of Strategic Initiatives on long-term projects related to CRM improvements, billing software updates, and marketing needs.
- Aid in company and network-wide initiatives involving data and technology.
- Assist in the development and execution of the company-wide annual retreat.
Marketing and Client Development:
- Keep abreast of marketing needs and assist in the preparation of marketing materials.
- Contribute to client development efforts, including managing holiday cards, gifts, and other client touchpoints.
Qualifications:
Required Experience:
- 2+ years of experience in an operational role.
- Proficiency in Microsoft Office Suite, including Word, Excel, SharePoint, and Teams.
- Familiarity with social media platforms and design tools like Canva.
Preferred Experience:
- Prior experience in law firm operations.
- Working knowledge of CRMs (preferably HubSpot) and ability to manage client data effectively.
- Exposure to political or governmental entities.
- Background in marketing or marketing support.
Skills and Attributes:
- Strong organizational and multitasking skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Ability to collaborate effectively with a team and work independently.
- Proactive problem-solver who can adapt to changing priorities.
What We Offer:
- Competitive salary and benefits package.
- Opportunity to work in a fast-paced, innovative environment.
- Professional growth and development opportunities.
