Administrative & Executive Support Coordinator

Administrative & Executive Support Coordinator
Oberman Law Firm | Cumming, Georgia | Full-Time | Client and Internal Support Position

Position Summary
This role provides high-level administrative and executive support to Oberman Law Firm's Managing Partner, while also serving as a firm-wide, catch-all administrative resource for the firm. It manages calendar and correspondence across multiple scheduling systems, provides general task and follow-up support, handles attorney billing administration and client file assembly, performs routine systems administration in the firm's practice-management platform, and covers front-desk, filing, and general office-administration functions that keep the day-to-day practice running smoothly.
The ideal candidate is a self-starter who anticipates needs, catches problems before they happen, and brings a positive, go-getter attitude to a fast-paced environment where priorities can shift quickly. Strong organizational skills, sound judgment, and the ability to juggle a wide range of responsibilities at once are essential.

Key Responsibilities
Executive Administrative Support
• Manage and maintain the Managing Partner's calendar, scheduling meetings and firm events with attention to detail
• Proactively manage the Managing Partner's calendar for scheduling overlaps and gaps — provide a daily reminder of his meetings each morning, confirm whether any need to be rescheduled, and communicate scheduling changes to staff, including standing weekly meetings with other department heads
• Keep the Managing Partner's calendar accurate and up to date across multiple scheduling platforms, catching potential conflicts before they become a problem
• Prepare meeting agendas, compile relevant materials, and ensure follow-up actions are tracked and completed
• Compile and organize printed materials for the Managing Partner's review, and scan revised materials back to the appropriate employee
• Proactively alert team members to any dates the Managing Partner will be out of office, sending a firm-wide notice at least one week in advance

General Task & Follow-Up Support
• Serve as a point of contact for firm-wide requests directed to the Managing Partner, keeping a simple, organized list of outstanding items with who owns each one and when it is due
• Follow up on outstanding or overdue items on the Managing Partner's behalf, providing a brief, consolidated status update on a regular cadence
• Support special projects and firm-wide initiatives on behalf of the Managing Partner as needed, coordinating with other departments (HR, Marketing, Finance, IT) as directed

Communication & Liaison
• Serve as an internal point of contact for the Managing Partner
• Maintain professional relationships with clients, attorneys, court staff, vendors, and professional organizations
• Ensure clear communication of the Managing Partner's directives to staff and monitor follow-through

Billing & File Administration
• Enter the Managing Partner's time entries into the firm's billing system
• Track attorney billing-submission deadlines firm-wide and send reminders for outstanding billing
• Compile and deliver a billing-compliance report to the Financial Director on a set schedule
• Create and maintain the Managing Partner's physical files, ensuring all printed material is organized and appropriately filed
• Print and match emails, correspondence, and supplemental material to the corresponding physical file
• Assemble client-file and project materials ahead of attorney review, using a standard completeness checklist

Systems Administration
• Perform routine data entry and updates in the firm's case-management system, keeping client and matter records current

Client & Internal Support
• Provide phone coverage for incoming calls, ensuring prompt, professional handling of all firm calls
• Keep the office client-ready at all times — conference room presentable, water stocked, lobby tidy, lights on, and general tidiness — treating this as an always-on priority

General Office & Administrative Support
• Serve as a firm-wide, catch-all administrative resource — stepping in wherever support is needed across departments
• Order office supplies as needed
• Coordinate holiday cards and similar seasonal office tasks
• Mail client past-due notices, or as otherwise directed by the Financial Director
• Assemble checks with filing-fee documents for paralegals and arrange shipment
• Receive, scan, and route incoming mail
• Coordinate with vendors for onsite visits and service calls
• Take on general administrative, filing, and organizational projects as they arise, adapting priorities as firm needs shift

Reporting Support
• Print weekly KPI and reporting materials provided by the Talent Acquisition & Project Support Specialist for the Managing Partner's review

Confidentiality & Compliance
• Handle all firm and internal information with the highest level of confidentiality and discretion
• Maintain compliance with firm policies, ethical obligations, and applicable regulations

Qualifications
Preferred Qualifications
• Prior experience in an administrative, executive support, or office-coordination role preferred
• Associate's or Bachelor's degree preferred; equivalent administrative experience will be considered
• Experience managing multiple calendars and reconciling scheduling across different systems (e.g., Outlook, MyCase, or similar practice-management platforms)

Technical & Operational Skills
• Strong proficiency with Microsoft Office
• Familiarity with MyCase or similar practice-management software a plus
• Comfortable tracking a wide range of open tasks, requests, and follow-ups to completion without needing a dedicated project-management platform
• Strong written and verbal communication skills

Ideal Candidate Profile
The ideal candidate is:
• Highly organized and detail-oriented, with strong follow-through on both small tasks and long-running responsibilities
• A proactive problem-solver and critical thinker who anticipates needs before being asked
• A positive, can-do attitude with a genuine go-getter work ethic
• Able to manage pressure and competing priorities in a fast-paced environment
• Comfortable operating independently and exercising sound judgment

Growth Opportunity
Oberman Law Firm is growing, and this role is designed to grow with it. As the firm expands its internal operations and client services, the right person will have a clear path to take on greater responsibility: managing firm-wide strategic projects, supporting department heads across Finance, HR, Marketing, and IT, and ultimately stepping into a leadership role in firm operations. We support that growth with defined career milestones, regular development conversations with firm leadership, and investment in professional training and certifications. We are looking for someone who wants more than a job, someone ready to build a career at the center of a growing law firm.