Head of Office Operations (m/w/d)

Responsibilities

The focus of your work is the leadership, coordination, and long-term development of the secretarial department. The goal is to position the secretarial department structurally, organizationally, and qualitatively so that it can permanently meet the demands of a growing, internationally active law firm.

You will take on the professional and disciplinary management of the secretarial team, organize task distribution, prioritize daily workflows, and ensure efficient communication and collaboration within the team. Regular team meetings as well as feedback and development discussions are part of your area of responsibility, as is motivating and promoting employees.

Furthermore, you will be responsible for the organization and management of the entire office and daily practice operations. This includes, in particular, proper archiving and document filing, management of files and deadlines including deadline controls/reminder system, and coordination of appointments and meetings for the entire secretarial department.

As a central point of contact, you will handle internal and external inquiries and communicate confidently with clients, courts, authorities, and other external contacts. You will ensure the structured processing and forwarding of incoming mail and emails to the responsible lawyers. You will support the lawyers organizationally and structurally, especially in organizing and coordinating meetings, conference calls, and business trips. You will also assist in the preparation of documents and presentations and ensure the consistent, high-quality creation and formatting of legal documents, contracts, and pleadings.

Another focus of your work is the personnel management of the secretarial department. You will be involved in personnel planning and development, organize training and further education measures, and support the recruitment of new employees as well as their structured onboarding.

In addition, you will be responsible for quality management and the continuous optimization of internal work processes. You will ensure compliance with quality standards and firm guidelines, monitor relevant key performance indicators, and derive appropriate improvement measures.

Additionally, you will assume budget and resource responsibility for the secretarial department, including ordering and managing office supplies and technical equipment, as well as cost control and optimization of expenses.

The compliance with data protection regulations and other legal requirements also falls within your area of responsibility. You will organize and control data protection-compliant processes and workflows.

Your role will be rounded off by regular reporting to management and the creation of evaluations, reports, and analyses as a basis for decision-making.

What we expect from you:

• Completed training as a legal assistant (m/f/d)
• Additional qualification as a legal executive assistant (m/f/d) desirable
• At least five years of relevant professional experience in a law firm
• Very good knowledge of RA-Micro, especially in file management, deadline control, and follow-ups
• Experience in leading, coordinating, or developing secretarial or assistant teams
• Structured, independent, and solution-oriented way of working
• Organizational skills, assertiveness, and sense of responsibility
• Confident and professional demeanor in dealing with lawyers, clients, courts, and authorities
• Proactive thinking and motivation to develop structures sustainably
• Friendliness, loyalty, and team orientation

Why us?

Teamwork We place great importance on a positive working atmosphere characterized by mutual support, open communication, and genuine collegiality. Enjoyment of daily work is just as important to us as respectful interaction. Even in challenging times, we stand together as a team – and celebrate our successes together at regular team events, especially our summer and Christmas parties.

Training The continuous professional and personal development of our employees is important to us. Further training and development are actively promoted – we accompany and support this path with full conviction.

Work Environment A modern workplace with innovative equipment enables focused and relaxed work. Our team provides a supportive environment where collaboration is a matter of course.

What else is there to know?

• Long-term prospects for professional and personal development
• Flexible working hours and the possibility of home office
• Performance-oriented and attractive remuneration

Furthermore, we offer:

• Free membership in the Urban Sports Club
• Free breakfast and lunch service
• Professional massages at the workplace
• Numerous employee discounts
• Jobrad leasing
• Regular team events
• Diverse internal and external training opportunities

About us

Schlun & Elseven Rechtsanwälte PartG mbB is an internationally active full-service law firm. We advise both private individuals and companies from all over the world and offer a broad portfolio of legal areas. Our numerous practice groups ensure comprehensive and individual legal advice. Thanks to top ratings and positive feedback from our clients, we are motivated to deliver top performance every day.