Administrative Support Services Manager

Overview

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative, and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Secretarial department in our Washington, D.C. office, as an Administrative Support Services Manager.

Under general supervision and direction, this position is responsible for achieving the effective operation of the Secretarial Department, as well as the talents and morale of the staff within the department. This manager works with the Washington, D.C. office Director of Administration (DOA) and the Human Resources Manager to formulate policies and procedures that will enhance the department.

Responsibilities

Essential Functions: 

• Direct day-to-day supervision of staff and operations within the department. This includes maintaining adequate daily staffing levels through tracking attendance, acting as back-up to the Administrative Assistant to schedule coverage for absences, and assessing and balancing workloads
• Develop and put in place secretarial assignments for the attorney staff. Maintain firm mandated attorney/secretarial ratios by reviewing, evaluating and applying changes to assignments when needed
• Maximize secretarial utilization by partnering with administrative management team to develop long term staffing needs and to provide overflow support to other departments when needed
• Keep abreast of best practices, and new technology appropriate for the department
• Manage all departmental administrative and employee relations issues, in concert with the DOA and HR when necessary, and in compliance with federal and local regulations. This includes identifying individual needs for coaching and counseling sessions, conducting timely feedback to staff (including preparation of written disciplinary documentation and corrective actions), preparing annual performance appraisals, recommending annual merit bonuses and merit increases, approving leave requests and overtime reports, and maintaining accurate and up-to-date attendance records
• Establish annual departmental operating and salary budgets. This includes exercising sound judgment to stay within budget, implementing cost saving practices as appropriate, and monitoring spending during the year
• Provide routine reports as needed or upon request specifically breaking down and explaining information
• Provide and/or oversee first hand training to departmental personnel as needed to supplement the training provided by the IT and HR departments. In concert with members of the IT Learning and Development team, HR and management, implement training for the technology, and establish orientation in all areas to existing and new staff
• Encourage and improve teamwork, monitor and enhance morale and be available to discuss problems and/or issues as needed. Conduct routine secretarial meetings and communicate regularly with staff on policies and procedures, as well as the customer base in order to keep current on their needs and issues
• Assess the operational effectiveness of job descriptions within the staff levels, quality standards, and processes and procedures, and make appropriate recommendations to ensure the consistent effectiveness of the departments
• Participate in the recruiting process for departmental staff, in concert with the Human Resources Department
• Internally market the proper use of the Secretarial Department
• Supervise, mentor, and train the Administrative Assistant to the department
• Performs other duties as assigned or required to meet Firm goals and objectives

Qualifications

Education/Training/Certifications:

• Bachelor’s degree in a related field. An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the functions of the job

Professional Experience:

• 7-10 years’ experience in a legal secretarial department. Five or more of those years in a supervisory capacity is preferred

Technical Skills: 

• Strong familiarity with the Microsoft Office suite of applications (in particular, Word, Excel and PowerPoint). Strong familiarity with at least one document management application (e.g., iManage) is preferred.  Desktop publishing expertise is essential
• Secondary responsibilities for document production, include: conversion, scan, and clean-up of documents; initial input; proofread; revision of existing documents; troubleshoot documents with stability/corruption problems, including scanning incoming electronic files for viruses; provide support to secretaries with document problems, and answer “how to” questions from attorneys and staff

Performance Traits:

• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to work under pressure, meet deadlines with shifting priorities
• Must be a self-starter with a high level of initiative
• Strong customer service skills, able to anticipate needs and exercise independent judgment
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills

Management Accountabilities:

• Manages processes for direct reports in regards to performance appraisals, annual compensation, goal setting and performance counselling
• Demonstrated leadership and supervisory experience
• Operational budget analysis and recommendations
• Conducts analysis of staffing levels and participation in the recruitment process
• Able to determine and implement change processes to improve workflow efficiencies
• Process- and service-oriented with strong leadership and project management skills
• Able to set priorities and delegate in an efficient manner

The typical pay scale for this position is between $165,100 and $218,400, although the actual wage or salary could be lower or higher if the candidate’s education, experience, skills and internal pay alignment are different from those specified. 

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401(k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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Salary : $165,100 - $218,400