Executive Office Manager

Position Overview The Executive Office Manager is a senior, high-trust role at the intersection of firm operations, executive support, client and staff management, and strategic coordination. Reporting directly to the Executive Team, this person will manage the operational infrastructure of both practices, supervise administrative staff, serve as the primary client-facing liaison on behalf of the executives, and provide hands-on coordination across financial operations, business development, and cross-functional projects. Core Responsibilities Firm Operations & Administration Oversee and continuously improve day-to-day operational systems, workflows, and administrative procedures across both practices Serve as the primary point of contact for facilities management, office vendors, and service providers Manage equipment, supply procurement, and vendor contracts to ensure cost-effectiveness and reliability Coordinate office space planning, maintenance requests, and physical infrastructure needs Implement and enforce firm policies, procedures, and best practices across all administrative functions Assist with onboarding coordination for new team members; liaise with IT, HR, and internal functions on behalf of the Executive Team Client Services & Communications Supervise the client intake process to ensure a consistent, professional, and welcoming experience across both practices Monitor client satisfaction and escalate service concerns to the appropriate attorney or accountant Serve as a polished point of contact for clients, firm principals, vendors, and external advisors on behalf of the Executive Team Prepare executive briefings, talking points, and background materials in advance of client meetings and engagements Maintain strict confidentiality regarding all financial, strategic, and client-related communications Staff Coordination & Human Resources Support Supervise and provide daily direction to shared administrative support staff serving both practices Assist firm principals with recruiting, onboarding, and orienting new team members across both practices Maintain staff schedules, time-off records, and attendance tracking for the shared administrative team Serve as the first point of contact for routine HR and workplace questions, escalating to principals as appropriate Foster a professional, accountable, and collaborative team culture aligned with the firm's values Strategy & Business Development Support Support the Executive Team with strategic presentations, client proposals, market analyses, and new business materials Coordinate business development activities including prospect outreach, follow-up scheduling, and pipeline tracking Manage the Executive Team's participation in industry events, conferences, speaking engagements, and professional associations Assist with preparation and distribution of client communications, newsletters, and thought leadership content Track and report on key strategic initiatives, project milestones, and action items across the Executive Team's priorities Coordinate with law firm and accounting firm clients on behalf of the Executive Team for relationship management and project follow-through Research industry trends, competitive landscape, and client-specific information to support executive decision-making Financial Operations Support Assist the Executive Team with preparation, formatting, and distribution of financial reports, client deliverables, and internal presentations Support budget preparation, expense tracking, and financial reporting workflows Maintain organized digital and physical files for financial records, client engagement documentation, and regulatory correspondence Track billing and invoicing schedules; coordinate with the billing team on invoice preparation and follow-up Coordinate with client-facing bookkeeping and accounting teams to track deliverable status and ensure timely completion Project & Special Assignments Assist in managing cross-functional projects and special initiatives across the Executive Team's areas of responsibility Track project timelines, deliverables, and milestones; proactively flag risks or delays to the appropriate executive Coordinate with internal teams and external consultants on project-related communications and deliverable management Conduct research, compile data, and prepare summaries and briefing documents in support of executive decision-making Handle special assignments and ad hoc requests with discretion, accuracy, and a sense of urgency Qualifications & Skills Required Bachelor's degree in Business Administration, Management, or a related field preferred; significant equivalent experience considered Minimum 5 years of progressive experience in office management, firm administration, or executive administrative support in a law firm, accounting firm, or professional services environment Demonstrated ability to supervise and support administrative and professional staff across a shared team Proficiency with Microsoft Office Suite, Adobe Acrobat, and practice management or document management software Exceptional written and verbal communication skills; able to draft polished executive correspondence and client materials independently Demonstrated experience managing confidential financial, strategic, and client information with absolute discretion Strong project coordination skills with the ability to manage multiple concurrent workstreams across two practices Professional, polished demeanor with the confidence to represent the Executive Team in client and external interactions Preferred Prior experience supporting both a law firm and an accounting or CPA firm environment Familiarity with estate planning, probate, and trust administration workflows and document handling Experience with tax preparation firm operations including client intake, return assembly, and deadline management Familiarity with IOLTA/trust account compliance and applicable bar rules governing law firm administration Basic bookkeeping knowledge and familiarity with QuickBooks or similar accounting software E04JI802qqen40969jz Executive Office Manager Legacy Offices, LLC Mesa, AZ Position Overview The Executive Office Manager is a senior, high-trust role at the intersection of firm operations, executive support, client and staff management, and strategic coordination. Reporting directly to the Executive Team, this person will manage the operational infrastructure of both practices, supervise administrative staff, serve as the primary client-facing liaison on behalf of the executives, and provide hands-on coordination across financial operations, business development, and cross-functional projects. Core Responsibilities Firm Operations & Administration Oversee and continuously improve day-to-day operational systems, workflows, and administrative procedures across both practices Serve as the primary point of contact for facilities management, office vendors, and service providers Manage equipment, supply procurement, and vendor contracts to ensure cost-effectiveness and reliability Coordinate office space planning, maintenance requests, and physical infrastructure needs Implement and enforce firm policies, procedures, and best practices across all administrative functions Assist with onboarding coordination for new team members; liaise with IT, HR, and internal functions on behalf of the Executive Team Client Services & Communications Supervise the client intake process to ensure a consistent, professional, and welcoming experience across both practices Monitor client satisfaction and escalate service concerns to the appropriate attorney or accountant Serve as a polished point of contact for clients, firm principals, vendors, and external advisors on behalf of the Executive Team Prepare executive briefings, talking points, and background materials in advance of client meetings and engagements Maintain strict confidentiality regarding all financial, strategic, and client-related communications Staff Coordination & Human Resources Support Supervise and provide daily direction to shared administrative support staff serving both practices Assist firm principals with recruiting, onboarding, and orienting new team members across both practices Maintain staff schedules, time-off records, and attendance tracking for the shared administrative team Serve as the first point of contact for routine HR and workplace questions, escalating to principals as appropriate Foster a professional, accountable, and collaborative team culture aligned with the firm's values Strategy & Business Development Support Support the Executive Team with strategic presentations, client proposals, market analyses, and new business materials Coordinate business development activities including prospect outreach, follow-up scheduling, and pipeline tracking Manage the Executive Team's participation in industry events, conferences, speaking engagements, and professional associations Assist with preparation and distribution of client communications, newsletters, and thought leadership content Track and report on key strategic initiatives, project milestones, and action items across the Executive Team's priorities Coordinate with law firm and accounting firm clients on behalf of the Executive Team for relationship management and project follow-through Research industry trends, competitive landscape, and client-specific information to support executive decision-making Financial Operations Support Assist the Executive Team with preparation, formatting, and distribution of financial reports, client deliverables, and internal presentations Support budget preparation, expense tracking, and financial reporting workflows Maintain organized digital and physical files for financial records, client engagement documentation, and regulatory correspondence Track billing and invoicing schedules; coordinate with the billing team on invoice preparation and follow-up Coordinate with client-facing bookkeeping and accounting teams to track deliverable status and ensure timely completion Project & Special Assignments Assist in managing cross-functional projects and special initiatives across the Executive Team's areas of responsibility Track project timelines, deliverables, and milestones; proactively flag risks or delays to the appropriate executive Coordinate with internal teams and external consultants on project-related communications and deliverable management Conduct research, compile data, and prepare summaries and briefing documents in support of executive decision-making Handle special assignments and ad hoc requests with discretion, accuracy, and a sense of urgency Qualifications & Skills Required Bachelor's degree in Business Administration, Management, or a related field preferred; significant equivalent experience considered Minimum 5 years of progressive experience in office management, firm administration, or executive administrative support in a law firm, accounting firm, or professional services environment Demonstrated ability to supervise and support administrative and professional staff across a shared team Proficiency with Microsoft Office Suite, Adobe Acrobat, and practice management or document management software Exceptional written and verbal communication skills; able to draft polished executive correspondence and client materials independently Demonstrated experience managing confidential financial, strategic, and client information with absolute discretion Strong project coordination skills with the ability to manage multiple concurrent workstreams across two practices Professional, polished demeanor with the confidence to represent the Executive Team in client and external interactions Preferred Prior experience supporting both a law firm and an accounting or CPA firm environment Familiarity with estate planning, probate, and trust administration workflows and document handling Experience with tax preparation firm operations including client intake, return assembly, and deadline management Familiarity with IOLTA/trust account compliance and applicable bar rules governing law firm administration Basic bookkeeping knowledge and familiarity with QuickBooks or similar accounting software E04JI802qqen40969jz