Note: The job is a remote job and is open to candidates in USA. Davis Wright Tremaine LLP is one of the top law firms in the U.S., seeking an Office Administrator for their New York office. The role involves managing daily operations, supervising staff, and supporting change management initiatives to foster a productive work environment.
Responsibilities
- Manage all office operational functions including delivery of support services by Managers, Legal Assistants (secretarial), Concierge Staff and Office Services (reception, mail, document reproduction and hospitality)
- Supervise all administrative areas, provide professional staff with ongoing guidance, direction, and feedback to ensure a productive, professional, and motivated team
- Analyze operations and identify areas for process improvement and manage process improvement projects. Develop documentation to support long term operational consistency and resilience. Determine need for restructuring or changes in work reallocation to properly support clients, attorneys, staff and the culture of excellence. Ensure consistency of workflow, timeliness of projects, and the most economical and efficient use of resources available for completion of work
- Support and facilitate change management initiatives within the office, helping attorneys and professional staff adapt to new processes, operational improvements, and firm initiatives while promoting clear communication and collaboration across teams
- Coordinate and oversee on-the-ground Human Resources functions including participating in the interviewing and hiring of professional staff, conducting new hire orientation, conducting bi-annual performance reviews, managing employee relations, salary adjustments, discipline, and separation from employment, and performing other duties as needed; liaise and report in real-time to Human Resources team on employment performance issues
- Assist in budget preparation and forecasting, including salary budget and increases. Monitor and manage office budget throughout the year, including controlling expenses appropriately and performing periodic variance analysis
- Work with team to plan and assist with regular client, partner/C-Suite, and officewide events
- Oversee facility maintenance; serve as liaison with local property management and working with building personnel and appropriate internal contacts
- Coordinate with firm-wide and global administrative operations team and work on projects and initiatives which enhance service delivery firmwide
- Anticipate and facilitate New York office contributions to the firmwide strategic plan
- Support to Office Partner-In-Charge
- Work closely with Partner-in-Charge in planning and execution of office-related initiatives, programs, and meetings involving attorneys and staff
- Seek opportunities to reduce the administrative load on the Partner-in-Charge by providing quick, concise, and accurate information while also anticipating their needs
- Collaborate with Partner-in-Charge regarding resolution of issues involving attorneys and staff
- Provide support with attorney programs or initiatives as requested
- Collaborate with Partner-in-Charge and participate in activities aimed at elevating the office’s profile and brand and enhances and supports the office and firm culture
Skills
- 10+ years of leadership experience in staff supervision and management in a professional services environment; large law firm experience preferred
- Highly professional and organized with a strong hands-on customer service orientation
- Business acumen must include uncompromising integrity, sound leadership experience, and the ability to effectively manage change
- Proven experience leading and supporting change management initiatives, including guiding attorneys and professional staff through operational, cultural, or process changes and fostering alignment across teams
- Willingness and ability to adapt one's management and communication styles based on the situation and audience
- Excellent emotional intelligence, interpersonal and communication skills (oral and written), professional demeanor, and presentation
- Commitment to diversity, equity and inclusion among all internal and external stakeholders of the office
- Analytical with strong problem-solving and decision-making skills, takes initiative and uses good judgment, excellent listening and follow-up skills
- Proven success in working well, being influential, and communicating effectively with senior leadership and staff, including presenting ideas in a clear, succinct manner
- Highly motivated with the ability to manage multiple priorities, deliver on-time work products, and move projects along with minimal prompts
- Adapt to a fast-paced, high-pressure environment to achieve business goals and objectives
- Strong attention to detail
- Experience with use of technology tools (e.g. Document management systems, MS Teams, invoice management systems) for management of workflow, communication, and collaboration
- College degree preferred, preferably in management, business, organization development or Human Resources
Benefits
- Choice of health and vision insurance plans
- 2 paid volunteer days for qualifying community service work
- Dental plan
- Fertility and adoption benefit
- Paid sabbatical after 13 years of service
- Tuition reimbursement
- Commuter benefits
- Retirement contribution
- Full time employees may be eligible for a bonus
- Health insurance with an optional HSA
- Short term disability
- Long term disability
- Dental insurance
- Vision care
- Telemedicine and virtual short term solution based counseling services
- Life insurance
- Healthcare and Dependent Care Flexible Spending Accounts
- Subsidized backup care and caregiving resources
- 401(k)
- Vacation
- Sick time
- Employee assistance program
- Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance
- Commuter and Transit programs are also available
Company Overview