Office Manager/Administrative Assistant

Phillips Black, Inc., seeks highly motivated applicants who are interested in assisting in the defense of persons facing the severest penalties under law to join our team in Philadelphia as an Office Manager handling administrative support for the Organization.

Phillips Black is a 501(c)3 non-profit, public interest law practice. We represent people across the country sentenced to death and death by incarceration. We also contribute to research, training, and scholarship on post-conviction issues.

Position Description

The Office Manager / Administrative Assistant plays a critical role supporting organizational operations and case management. This position supports administrative and operational functions essential to the organization (including onboarding and offboarding employees, administering employee benefits and office support) and assists with clerical duties (including receiving and processing records and files, sending and processing mail, and filing court documents).

The position is full-time, requiring forty hours per week, and is hybrid, with a minimum of three days each week in our Philadelphia office. This role offers substantial hands-on experience in criminal law, post-conviction litigation, and nonprofit operations.

Responsibilities

Administrative and Clerical support is the primary responsibility for this position, with significant involvement in office and nonprofit management.

Office Management

• Oversee daily office operations, including file management (physical and electronic), correspondence, and general administrative support.
• Prepare and send legal mailings and filings
• Troubleshoot basic software and hardware issues and support staff with technology needs
• Onboard and offboard employees, including assisting with preparing employee MOUs and entering information into Gusto
• Assist our bookkeeper and accountants with maintaining organizational compliance, including state registrations and tax-related filings
• Assist our bookkeeper and accountants with benefits administration and internal financial tracking
• Support the Executive Director with budgeting, financial reporting, grant compliance, and contract administration

Case Support

• Preparing exhibits for filings
• Process and index incoming case documents
• Coordinate logistics for expert witnesses and attorneys, including travel, document provision, and client visits
• Support investigations, primarily through records requests
• Strong attention to detail and exceptional organizational skills
• Ability to manage multiple priorities, meet deadlines, and take initiative
• Strong written and verbal communication skills
• Ability to handle sensitive and emotionally challenging material with professionalism and discretion
• Proficiency in Microsoft Office (Word, Excel), Adobe Acrobat, and Google Workspace
• Demonstrated interest in social justice and commitment to Phillips Black’s mission
• Ability to occasionally lift up to thirty-five pounds
• Valid driver’s license

Preferred Qualifications

• Experience with criminal defense, particularly capital or post-conviction work
• Experience in nonprofit or office management
• Proficiency with both MacOS and Windows
• Research experience and/or degree in a related field (e.g., Legal Studies, Nonprofit Management)
• Experience with Gusto and Quickbooks
• Spanish fluency

Candidates will be interviewed on an ongoing basis until the position is filled. Applications received by Monday, May 4, 2026 will be given priority. Salary will be based upon experience, and within a range from $65,000-$85,000. Benefits include reimbursements for healthcare (of up to $675/month), PTO, life insurance, retirement account, and attendance at annual trainings.

To apply, please submit a resume, cover letter, and three references by email to Juliette Pelaez at [email protected].

For more information about Phillips Black and its work, please visit

Pay: $65,000.00 - $85,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

People with a criminal record are encouraged to apply

Work Location: Hybrid remote in Philadelphia, PA 19148