Business Operations Assistant

About ZG Subpoena Solutions (ZGSS)
ZG Subpoena Solutions (ZGSS) is a leading provider of expert-driven technology-enabled legal process solutions for digital-first and highly regulated companies. Founded by one of the nations premier privacy and compliance law firms ZGSS has become a trusted partner to some of the worlds most sophisticated platforms for managing subpoenas civil investigative demands national security orders and emergency disclosure requests.

ZGSS operates at the intersection of law compliance operations and technology helping clients reduce risk scale responsibly and operate with defensibility in high-stakes environments. While managed services are the foundation of our business today ZGSS is intentionally expanding its technology and SaaS capabilities to deliver more automated repeatable and scalable solutions over time.

The Business Operations Assistant (located in Chicago) is responsible for the office administration of both our Chicago and Modesto offices while upholding ZGSS core values adhering to all company policies including accurately recording time worked on a daily basis using dedicated systems and maintaining all assigned assets.

Core Responsibilties

• Oversee daily administrative tasks for both office locations including welcoming visitors and maintaining office supply inventory.
• Maintain organized electronic filing systems to ensure efficient document retrieval and data management.
• Ensure accurate data entry and assist in the timely creation of reports by compiling monthly operational metrics.
• Prepare and edit various forms of communication such as memos emails reports and instructional materials to support daily business operations.
• Coordinate and schedule staff meetings and organizational gatherings.
• Review team time entries for accuracy track out-of-office requests on the shared calendar and notify client liaisons of team availability.
• Facilitate the administrative side of onboarding for new hires ensuring they have the necessary materials and system access.
• Offer administrative support to leadership on various initiatives helping to keep projects on schedule and tasks organized.
• Serve as a point of contact for internal team needs helping to facilitate collaboration and the sharing of internal resources.
• Track receipts and categorize by specific project budgets.
• Organize and coordinate company outings and events including assisting with the logistics of the annual retreat.
• Coordinate and execute holiday and corporate gifting programs for the company and its clients.

Capabilities and Experience

• Minimum of one (1) year of experience in office administration or equivalent experience.
• High School graduate or equivalent Bachelors Degree preferred.
• Exceptional organizational analytical research and problem-solving abilities.
• Quick to adapt to new technologies and processes with a proactive approach to self-learning and experimentation.
• Skilled in efficiently organizing tasks workflows physical spaces and resources.
• Capable of making independent decisions daily identifying the most effective methods for task management.
• Meticulous attention to detail ensuring accuracy and precision in all tasks.
• Proficient in a variety of software including Adobe Acrobat Google Workspace Excel Word and web applications.

What We Provide You

• A hybrid work arrangement (4 days onsite in Chicago office/1 day remote)
• Work-life balance generous PTO (earn up to 15 days annually) and 11 paid holidays
• Competitive compensation
• A full range of generous benefits including medical flexible spending accounts dental vision short-term and long-term disability employee assistance program (EAP) commuter benefits and more
• 401(k) retirement plan and profit sharing
• Onsite fitness center (Chicago)
• Weekly DoorDash meal allowance
• Employee discount program
• Quarterly volunteer opportunities
• A proud commitment to employee well-being

Compensation: Annual base salary range of $47500.00 - $52000.00 depending on education experience and geographic location.