Office Manager

ABOUT US

Jackson LLP is a boutique healthcare firm with a client-centered ethos and friendly work environment. 

The ideal candidate is attracted to Jackson LLP’s entrepreneurial culture and has a deep commitment to excellence in their work. They understand and appreciate the role of healthcare in societal and community health, including a recognition of healthcare as a human right, a thriving employer of millions, and a burgeoning area of law. Their interest in our field is genuine, curious, and enthusiastic.

POSITION DESCRIPTION

The Office Manager is a new hybrid role at Jackson LLP. This person will oversee the firm’s day-to-day administrative operations, serving as the organizational hub that keeps our attorneys and staff working efficiently and collaboratively. The Office Manager will ensure that our firm’s high standards for client service, professionalism, and internal communication are consistently maintained across both remote and in-person environments.

This role is ideal for someone seeking a stable, long-term position with excellent benefits in a collegial environment, perfect for a professional who values consistency, collaboration, and meaningful work. The successful candidate will be organized, tech-comfortable, professional, and personable — someone who takes pride in keeping a busy office running smoothly and anticipates the needs of those around them. Because all other positions at the firm are attorney roles, there is not an opportunity for promotion beyond the Office Manager role. There are, however, opportunities for raises, bonuses, and increased responsibility.

RESPONSIBILITIES:

The Office Manager will be based in Evanston and will work in-person from the office several days per week. They may work remotely the remaining days. They will collaborate daily with the partners, attorneys, and law clerks to ensure that firm operations run seamlessly.

The Office Manager will:

• Prepare attorneys’ daily call schedules and appointments by gathering information from the firm’s calendars and setting reminders for each assigned attorney.
• Serve as the initial point of contact for all incoming calls, including prospective clients, existing clients, and miscellaneous inquiries, exercising sound judgment in routing calls appropriately.
• Communicate daily with clients and potential clients by phone and email to schedule consultations, send information requests, and provide general assistance.
• Draft and send potential client quotes, engagement agreements, closing letters, and other administrative correspondence; review and edit client-facing documents for accuracy and clarity.
• Manage the client onboarding process once a client has signed an engagement agreement — creating digital folders, saving documents, processing deposits, updating information in the firm’s case management software (Clio), creating new matters, sending welcome emails, and notifying the firm team.
• Support the firm’s billing and financial operations by collecting payments, requesting retainer replenishments, paying vendor invoices, and entering basic expenses in Clio.
• Maintain awareness of client trust account balances and ensure that clients have sufficient funds for authorized work.
• Handle the firm’s mail and deliveries — sorting incoming items, preparing outgoing USPS Priority Mail, and maintaining office inventory (supplies, snacks, and beverages).
• Communicate with vendors and service providers as needed to support daily operations.
• Coordinate internal celebrations (like birthday lunches).
• Perform other administrative and operational duties as assigned by the attorneys.

REQUIREMENTS:

Basic Requirements:

• Bachelor's degree
• Interest in a long-term, stable, permanent position.
• Ability to work several days per week in the Evanston office and remotely on other days.
• Comfortable with highly variable tasks, which will range from complex to rote
• Ability to exercise discretion when handling personal matters, appointments, and communications
• Willing to communicate via various communication mediums (phone, email, and letter), including feeling comfortable making and taking frequent phone calls
• Comfortable with technology, including Office 365 (Microsoft Word).
• Strong organizational skills and attention to detail, with the ability to prioritize competing tasks and deadlines.
• Excellent written and verbal communication skills, with a warm, professional demeanor.

Professional Experience:

• Minimum of 10+ years of administrative, office management, executive assistant, operations, teaching, event planning, volunteer leadership, or other professional services experience.
• Familiarity with client billing, invoicing, and light bookkeeping functions.
• Demonstrated ability to manage confidential information with discretion.
  

Personal-Professional Characteristics and Strengths:

• Organized, reliable, and self-motivated, with a strong sense of ownership and follow-through.
• Comfortable working in a hybrid environment, communicating effectively with both remote and in-office staff.
• Empathetic and calm under pressure, maintaining professionalism with clients and colleagues alike.
• Enjoys variety in daily work and takes satisfaction in helping a busy professional team function smoothly.
• Appreciates structure, stability, and a collegial firm culture that values both high performance and work-life balance.
  
• Prefers steady, consistent responsibilities over advancement or high-pressure performance metrics.

ADDITIONAL INFORMATION

HOURS & LOCATION:

• Monday through Friday, 8:30am - 5:00pm
• This is a hybrid role with at least a few work days per week in our Evanston office.

BENEFITS

Benefits include:

• Health insurance (with employer contribution)
• Dental insurance (paid by employer)
• Vision insurance (paid by employer)
• Short-term disability insurance (paid by employer)
• 401k retirement with employer match
• Profit-sharing
• Paid personal time off
• Paid holidays

EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT

Jackson LLP Healthcare Lawyers is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind.

Jackson LLP is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Jackson LLP Healthcare Lawyers are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Our firm will not tolerate discrimination or harassment based on any of these characteristics. We encourage applicants of all ages.