The Law Office of Deidra N. Haynes LLC is one of Indiana’s fastest-growing family law firms dedicated to providing exceptional legal representation and an unparalleled client experience. As we continue to grow, we are seeking an experienced, highly organized, and proactive Law Firm Administrator & Executive Operations Manager to partner with our leadership team and help drive the firm’s continued success.

This is not a traditional administrative position. This individual will serve as a key member of our leadership team, working directly with the CEO and COO to oversee operations, develop team members, improve systems, and ensure the firm operates efficiently while maintaining the highest level of client service.

We hire, promote, recognize, and coach our team through our core values:

Our ICARE Core Values

• Integrity
  Doing the right thing, even when no one is watching.

• Client Experience
  Creating an exceptional experience through professionalism, responsiveness, compassion, and excellence.

• Accountability
  Taking ownership of results, honoring commitments, and continuously striving for improvement.

• Respect
  Treating clients, teammates, vendors, and opposing counsel with professionalism, dignity, and kindness.

• Work Ethic
  Showing initiative, reliability, perseverance, and a commitment to excellence every day.

If these values align with who you are, we’d love to meet you.

Position Summary

The Law Firm Administrator & Executive Operations Manager is responsible for overseeing the firm’s daily administrative operations while serving as the Executive Assistant to the CEO and COO. This position provides leadership to administrative staff and paralegals, supports recruiting and onboarding efforts, oversees billing processes, and ensures operational excellence throughout the organization.

The ideal candidate is a strong leader who enjoys solving problems, building systems, coaching employees, and creating an environment where both clients and team members thrive.

Benefits

• Competitive salary

• Health insurance

• 401(k) with employer match

• Paid Time Off

• Paid holidays

• Professional development opportunities

• Leadership development

• Opportunity for career advancement

• Collaborative and supportive team environment

Application Requirements

To be considered for this position, applicants must submit:

• A current resume

• A cover letter

In your cover letter, please answer the following question:

Which of our ICARE Core Values most closely reflects who you are as a professional, and describe a specific example of how you’ve demonstrated that value throughout your career.

We are looking for someone who not only possesses the necessary leadership skills and experience but who also aligns with the culture and values that define our firm. Your response will be an important part of our selection process.

Our Hiring Process

Qualified candidates will participate in a multi-step interview process, which may include:

• Initial screening interview

• Behavioral interview focused on our ICARE Core Values

• Skills and situational assessments

• Interviews with firm leadership

• Final interview with the CEO

Our goal is to identify the candidate who is the best overall fit for both the position and our firm’s culture.

Join Our Team

If you are a proven leader who enjoys building systems, developing people, improving operations, and partnering with executive leadership to make a meaningful impact, we encourage you to apply.

At the Law Office of Deidra N. Haynes LLC, you’ll have the opportunity to influence the future of a growing law firm while helping create an exceptional experience for both our clients and our team.

Primary Responsibilities

Leadership & Operations

• Oversee the day-to-day administrative operations of the law firm.

• Supervise, mentor, and develop paralegals and administrative staff.

• Provide ongoing coaching, accountability, and professional development.

• Ensure firm policies, procedures, and workflows are consistently followed.

• Develop and improve operational systems and processes.

• Monitor team performance and productivity.

• Partner with leadership to drive accountability throughout the organization.

• Assist with strategic planning and operational initiatives.

Executive Support

Serve as Executive Assistant to the CEO and COO by:

• Monitoring and managing the CEO’s email inbox.

• Maintaining and prioritizing the CEO’s task list and follow-up items.

• Managing calendars, scheduling meetings, and coordinating travel.

• Preparing reports, presentations, and meeting materials.

• Coordinating confidential projects and executive initiatives.

• Anticipating leadership needs and proactively resolving issues before they arise.

Billing & Financial Administration

• Monitor attorney and paralegal billing performance.

• Review billing entries for accuracy and completeness.

• Assist with billing workflow and collections follow-up.

• Identify opportunities to improve billing efficiency and profitability.

• Generate reports for leadership regarding billing performance and productivity.

Paralegal Leadership & Development

• Oversee the daily operations of the paralegal team.

• Provide coaching, mentorship, and training.

• Ensure consistency in client communication and file management.

• Monitor workloads and productivity.

• Assist with performance evaluations and employee development.

Recruiting & Talent Development

• Recruit highly qualified legal and administrative professionals.

• Screen resumes and coordinate interviews.

• Assist with hiring decisions.

• Coordinate onboarding and orientation for new employees.

• Support employee engagement and retention initiatives.

• Help cultivate a positive, high-performing workplace culture.

Administrative Management

• Oversee office systems and administrative procedures.

• Coordinate vendors and office resources.

• Assist leadership with special projects.

• Ensure exceptional internal and external client service.

• Identify opportunities to improve efficiency across departments.

Qualifications & Competencies

• Bachelor’s degree preferred; equivalent professional experience will be considered.

• Paralegal experience is strongly preferred.

• A minimum of two (2) years of paralegal experience is considered a significant advantage for effectively overseeing and supporting our paralegal team.

• Minimum five (5) years of experience in law firm administration, office management, operations management, executive administration, or a similar leadership role.

• Previous supervisory or leadership experience required.

• Experience working in a law firm strongly preferred.

• Strong understanding of legal billing practices.

• Experience managing confidential executive communications.

• Experience supporting C-suite executives preferred.

• Experience recruiting, interviewing, onboarding, and developing employees.

• Experience leading teams using measurable performance metrics, accountability systems, and process improvement is strongly preferred.

• High proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Experience with legal case management and billing software preferred.

• Excellent written and verbal communication skills.

• Strong organizational and project management abilities.

• Exceptional attention to detail.

• Excellent critical thinking and problem-solving skills.

• Ability to prioritize competing deadlines in a fast-paced environment.

• Ability to maintain strict confidentiality.

• Self-starter with a high level of professionalism and initiative.

The Ideal Candidate Is…

• A servant leader who enjoys helping others succeed.

• Highly organized and exceptionally detail-oriented.

• Tech-savvy and comfortable learning new systems.

• Process-driven with a continuous improvement mindset.

• Emotionally intelligent and professional.

• Confident leading teams and holding others accountable.

• Able to communicate effectively with attorneys, staff, vendors, and clients.

• Comfortable making decisions and solving problems independently.

• Proactive rather than reactive.

• Passionate about building a high-performing law firm.

This dynamic team is dedicated to fostering an environment of top performers who are driven to reach new heights. This is not your average law office!

At The Law Office of Deidra N. Haynes, we provide “A Voice for the Voiceless” as we help clients with caring and compassionate legal representation during their legal battles.