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AA Supervisor

Smith Anderson

📍 Raleigh, NC·Posted 13d ago

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💰 Avg $44.45k–$71.97kFull-Time

JOB TITLE: Administrative Assistant (AA) Supervisor

STATUS: Non Exempt

Type: Full Time

The Administrative Assistant (AA) Supervisor plays an important and multifaceted role within the law firm. This position supports workflow management, business procedures, service quality, workload coordination, operational consistency, and effective communication among administrative assistants, attorneys, management, and other firm personnel. The AA Supervisor must be able to objectively assess issues and identify appropriate solutions efficiently and effectively. In addition to continuing to provide administrative legal support to their assigned lawyer workgroup, the AA Supervisor oversees day-to-day administrative operations for their assigned group. This is an excellent opportunity for someone who excels at managing multiple projects and priorities, is proficient with current software and motivated to learn new applications, demonstrates strong attention to detail, and enjoys working in a professional environment.

Primary Responsibilities:

Provide daily direction, guidance, and support to administrative assistants in the assigned group, including coordinating workflow, balancing workloads, and prioritizing assignments.
Monitor administrative coverage and service quality to help ensure attorneys receive timely, accurate, and consistent support.
Serve as a resource for administrative assistants by answering process questions, reinforcing firm procedures, and identifying training or development needs.
Assist with onboarding, training, and mentoring administrative assistants while promoting consistency in firm systems, procedures, document standards, and client service expectations.
Provide objective input to management on administrative assistant performance, workload distribution, workflow concerns, and process improvement opportunities.
Address routine workplace or workflow issues promptly and professionally, escalating employee relations, performance, attendance, conduct, or policy concerns to management as appropriate.
Promote consistent application of firm policies, procedures, confidentiality obligations, professional standards, and administrative best practices.
Collaborate with attorneys, management, and firm personnel to resolve workflow challenges, improve communication, and support effective administrative operations.
Identify ways to improve administrative processes, reporting, technology use, training resources, and service delivery within the assigned group.
Continue providing administrative legal support to assigned attorneys or workgroups as needed while balancing supervisory duties and operational priorities.

Qualifications:

Minimum of seven years of administrative assistant experience, including demonstrated experience providing work direction, training, mentoring, or supervisory support to administrative staff.
Strong record of performance, sound judgment, professionalism, and credibility with attorneys, administrative assistants, management, and firm personnel.
Exceptional written and verbal communication skills, including the ability to communicate expectations, provide constructive feedback, and address concerns professionally and objectively.
Strong attention to detail and the ability to support accurate work product, consistent procedures, reliable reporting, and timely follow-through.
Proficiency with core firm applications, including MS Office, FileSite, 3E, Data Insights, Litera, Kofax, ShareFile, DocuSign, AI-enabled tools, and related reporting systems.
Ability to exercise sound professional judgment, discretion, and confidentiality when handling personnel, attorney, client, and firm information.
Ability to assess issues objectively, gather relevant facts, consider different perspectives, and recommend practical, appropriate solutions.
Demonstrated ability to balance competing priorities, coordinate deadlines, and support consistent client service in a fast-paced professional environment.
Strong knowledge of administrative support functions, office procedures, document preparation, calendaring, workflow coordination, and legal client service standards.
Ability to build and maintain productive working relationships with management, attorneys, administrative assistants, and other firm personnel.
Demonstrated leadership through active participation in office initiatives, process improvements, training, or team-based projects.
Professional composure and the ability to remain objective, solution-oriented, and effective when addressing workload, performance, or interpersonal concerns.