Office Administrator (AmLaw100)

Firm Ranking: AmLaw100 Firm

Position: Office Administrator

Work Hours: 37.5, 9-5:30 PM

Work Arrangement: Onsite

Target Salary: $140,000 - $180,000

Reporting into: Managing Director of Operations

Essential Functions

• Work with the Office Chair(s), Chief Operating Officer, Managing Director of Operations, and all Administrative Departments, to ensure effective office operations.
• Provide leadership, management, and hands-on service support to attorneys, staff, and vendors.
• In collaboration with Human Resources, actively engage in the hiring, performance management, and professional development of the legal support staff.
• Work with Human Resources to effectively on-board and off-board attorneys and staff.
• Manage Professional Assistants (Legal Secretaries) including working with peer Office Administrators to oversee attorney coverage on PA Teams, workflow through ServiceNow and PTO scheduling to achieve effective and efficient operations and maximum productivity.
• Oversee attendance and time tracking of Professional Assistants and other direct reports, ensuring compliance with local and state regulations.
• Manage Reception Desk services, Facilities staff and Hospitality staff where applicable.
• Collaborate with the Managing Director of Operations to ensure local outsourced services are running efficiently and effectively.
• Collaborate with the Office Chairs and the Managing Director of Operations to plan space allocation (including office construction and expansion), layouts and floor moves for all attorney and staff hires, as well as all internal moves.
• Help manage the procurement of supplies and processes requests for payment of office invoices.
• Manage local expenses effectively following the office budget and assist with developing the office annual budget.
• Serve as the primary contact for local building management and security.
• Manage the strategy and planning of local office meetings and special events.
• Communicate, implement, and ensure compliance with firm policies, practices and procedures.

Skills/Qualifications

• 7 years of professional services management experience, preferably in a multi-office law firm.
• 5 years in delivering a wide range of professional support services.
• Bachelor’s degree preferred.
• Solid understanding of a professional services firm structure and management from a financial, operational, and human resource perspective.
• Proficient in Microsoft Suite (Word, Excel, Outlook, Teams).