Description

The Office Administrator will ensure office functions and business professionals are aligned to deliver exceptional service to internal and external clients consistently with Firm standards and objectives; lead and manage office operations and procedures and ensure smooth day-to-day functioning focusing on efficiency and time management; be responsible for developing internal office communication protocols, streamlining administrative procedures (secretarial and facilities), office business services professionals supervision, and task delegation.
 
Responsibilities:
  • Work closely with the Office Secretarial Supervisor, United States Facilities Manager, and OMP to implement Firm strategies, processes, policies, guidelines, and reporting to support efficient, high-quality services in the office; ensure that suitable office space is provided to maximize productivity for all employees
  • Lead all In-Market Operations and Administration employees
  • Manage and assist the Facilities lead in office space planning, maintenance, and renovations as necessary, and serve as the point of contact with office landlords; liaise with the facilities team and relevant vendors on office lease requirements
  • Organize and/or manage (in conjunction with facilities and other teams) key office meetings (partner meetings, practice group, office retreats, committee meetings, etc.) and internal and external events and gatherings; responsible for managing/coordinating all office administration tasks such as catering, reception, and cleaning services
  • Ensure, in cooperation with the Facilities lead, best-in-class facilities (and facilities management) that effectively represent the brand and our standing in the market; supervise with the Facilities lead all office administration, hospitality reception, and cleaning services
  • Work closely with ROO and NAO Secretarial Manager to ensure efficient delivery of secretarial support, with a target to meet secretarial ratios set by the Firm; adopt common processes
  • Supervise the office secretarial supervisor to ensure workflow, performance, and training of legal secretaries meet the needs of our internal and external clients
  • In consultation with the office secretarial supervisor, determine optimal secretarial staffing assignments manage utilization, and monitor workloads
  • Manage the annual performance evaluation and compensation processes for secretaries in collaboration with the Human Resource Manager, Office Secretarial Supervisor, and NAO Secretarial Manager
  • Establish a working relationship with OMP and Finance Business Partners to support their daily office requirements and budget management; work closely with OMP, and regional functional leaders to ensure services are delivered effectively and local practice group needs are being met
  • Create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness and communication and instilling a high-performance culture
  • Manage relationships with strategic partners, leasing companies, vendors, facilities managers, and suppliers
  • Monitor key metrics such as engagement, strategic goal accomplishments, effective vendor management, service expenses, and compliance
  • Engage with Office Services representatives to ensure collection of data on mandatory office supplies is ongoing and ensure procurement is managed effectively
  • Network with peers to represent the Firm positively and communicate local market conditions and developments (competitor strategy, lateral moves, industry trends) to leadership
  • Other duties as assigned to deliver North America Office and Firm strategy and operational effectiveness to the New York office
 
Skills and Experience:
  • Bachelor's degree is required, preferably in business administration, finance, human resources, or a related field. MBA is not required, but a plus
  • Strong relevant experience with office management and administration, preferably in a law firm or professional services environment
  • Ability to manage multiple stakeholders, managing partners, and functional in-market business partners to build strong relationships, communicate effectively, be comfortable working in large, complex environments, highly credible and persuasive
  • Ability to engage with key external stakeholders, brokers, and vendors
  • Highly disciplined approach to executing strategies and programs to achieve Firm operational objectives
  • Well-developed and sophisticated organizational, communication, and interpersonal skills, with demonstrated ability to collaborate and build trust with partners and business professionals at all levels
  • Strong ability to readily comprehend business objectives, lead, motivate, and mentor other professionals, including diligently addressing performance concerns
  • Organized, detail-oriented individual with strong project management skills and the ability to balance competing priorities in a time-sensitive environment
  • High level of discretion, diplomacy, and a commitment to maintaining the highest level of confidentiality
  • Strong entrepreneurial skills and business focused mindset to effectively drive operations in a diverse and multicultural environment
  • Proven track record of strong budgeting experience and financial skills to effectively manage office operational and administrative costs

 

The annual base compensation for this position is $185k - $235k annually if located in New York.