Office Administrator Hybrid

Firm Information

Reed Smith is a dynamic international law firm dedicated to helping clients move their businesses forward. With an inclusive culture and innovative mindset, we deliver smarter, more creative legal services that drive better outcomes for our clients. Our deep industry knowledge, long-standing relationships and collaborative structure make us the go-to partner for complex disputes, transactions and regulatory matters.

Our team of 3,000 people (including more than 1,600 lawyers) across more than 30 offices in the United States, Europe, the Middle East and Asia, operate as one global partnership to drive progress for our clients, for ourselves and for our communities.

We are seeking an experienced Office Administrator to lead and proactively manage daily operations of the Atlanta office. This position will have a significant impact on the organization for an energetic professional dedicated to providing top-notch service as well as building and maintaining a diverse environment in which professional staff and lawyers can thrive. The position is a blend of leadership, change management, direct personnel supervision, operations, administration, facilities, events and hospitality, morale building and requires the ability/flexibility to adapt to changing priorities and demands with little or no notice.

Candidates who apply should demonstrate exceptional energy, a sense of urgency, commitment to service excellence, a spirit of continuous improvement, and the desire to develop a team of diverse support staff professionals.

• Provides guidance to office lawyers and professional staff and fosters a culture of service excellence
• Identifies and implements creative solutions to enhance productivity, efficiency, and effectiveness of support.
• Proactively works with lawyers and others to ensure their needs are met and exceeds expectations now and in the future
• Manages support assignments to ensure effectiveness and balance. Analyzes workload allocation on a regular basis
• Ensures the office is well-organized and that it maintains the appropriate staffing levels
• Works with Global Security Team to establish and implement local security protocols and procedures ensuring safety of local facilities, equipment and personnel
• Leads local emergency response and business continuity efforts
• Manages office budget, expenses and identify opportunities for cost savings
• Examine office operations and activities with respect to best practices and make recommendations or implement changes to enhance efficiencies, effectiveness and promote continuous improvement
• Solve day-to-day problems independently in conjunction with others
• Manage HR functions including interviewing and hiring professional and operations staff, conducting new hire orientation, conducting annual performance reviews, and compensation recommendations, approvals of timesheets for non-exempt personnel, and other duties as needed; liaise and report in real-time to HR Business Partners on employment performance issues.
• Plans and oversees execution of office events and community support initiatives
• Assist with real estate projects such as lease review and negotiations, sublease agreements, space allocation, office renovations/build-outs, office moves, and local matters related to the management /reduction of building operating costs
• Manage all office operational functions including delivery of support services by Executive Assistants (administrative), and office services (mail, document reproduction and hospitality).
• Assist administrative departments with workflow issues, as necessary
• Facilities management which includes establishing and maintaining relationships with local property management and the landlord
• Approve expense and check requests
• Manages local vendor relationships
• Serve as office point of contact for search consultants and industry peers; maintain membership and actively participate in professional organizations such as ALA/SHRM to keep updated on industry trends
• Collaborate on and/or lead global and national projects and task force initiatives.
• Performs ad hoc duties as assigned

Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time.

Education: Bachelor’s Degree in a professional discipline such as Business Administration or Finance preferred. Advanced degree or training considered a plus. Equivalent experience may be considered.

Experience: 3+ years experience working in a supervisory/managerial role required. Previous law firm or professional services environment experience is preferred. Basic understanding of state and local human resource laws, regulations and requirements essential.

Skills: High emotional intelligence, proactive, problem-solver, strong written and verbal communication.

Other

Supervisory Responsibilities: Responsible for supervising/managing Executive Assistants,…