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.

Vantage Network

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