Administrative Services Manager

Position Summary:

The Administrative Services Manager will assist the Regional Director - Europe & Asia in various aspects of office management, including directly managing the London office PAs. Specific duties include, but are not limited to, the following, Supervisory:

• In consultation with HR, manage all aspects of the PA employment, including participating in the hiring process, dealing with flexible working requests, requesting and providing feedback, and providing mentoring and coaching
• Coordinate and manage attendance, determine staffing needs and arrange overflow assistance for PA business professionals
• Regularly review PA timekeeper allocations to ensure balanced coverage and determine new hire allocations
• Monitor PA in-office attendance and handle ad hoc requests for changes in schedule
• Arrange evening, event support and weekend overtime coverage, including staffing for closings or special projects, as required by timekeepers and Directors where applicable
• Review and approve holiday requests. Determine need for holiday and leave of absence staffing by monitoring work and tracking leave schedules; arrange for coverage and communicate cover plans to timekeepers and PA cohort in timely manner
• Engage HR when secretaries raise leave of absence questions
• Support PAs throughout their introductory period, monitor performance and give timely feedback. Gather and collate feedback from timekeepers in their allocation and carry out introductory period evaluations. Liaise with HR for advice and guidance if any issues arise
• Proactively monitor and manage PA performance by obtaining regular feedback from their allocated timekeepers, conducting regular one-to-one meetings, and addressing any concerns as soon as they arise. Document any informal or formal performance improvement processes, seeking advice and guidance from HR as necessary
• Proactively encourage recommendations for monthly staff recognition award programme for PAs
• Participate in capability/disciplinary processes in conjunction with HR
• Carry out the mid-year and annual performance evaluation processes for PAs, including requesting and reviewing feedback, writing manager evaluations and conducting individual meetings.
• Formulate personal development plans and objectives for the PA team and encourage and monitor progress
• Submit to HR via Workday proposals for salary increases and bonuses
• Identify individual and group training needs amongst the PA cohort and, in consultation with the Professional Development team, investigate options for appropriate training
• Collaborate with members of other business departments to identify potential process improvements between their teams and the PA cohort and help to facilitate these
• Proactively and sensitively manage absences, maintain confidentiality and liaise with HR for support when required
• Schedule and lead regular PA meetings, coordinate social events for the team and encourage participation in office events
• Coordinate PA desk or timekeeper reallocation moves with Regional Director - Europe & Asia and Operations Manager

• Participate in recruitment process for PA roles as necessary
• Ensure necessary requisition process is followed before a recruitment process commences
• Liaise with timekeepers to determine staffing needs in applicable areas and recommend staffing/timekeeper assignments to Regional Director - Europe & Asia, maintaining optimum PA/timekeeper staffing ratios
• Review PA candidate applications in Workday, schedule and conduct interviews, keep a record of interview notes and deal with candidate personal data in accordance with GDPR requirements
• As part of the interview process, explain benefits and Cooley culture to applicants
• Work with HR to determine salary to be offered to new joiners to ensure salary equity within the firm, the office and the market
• Coordinate temporary staff, if necessary
• Working with HR, oversee the creation of new hire orientation (including IS training) schedule for all new PA hires
• Along with the Regional Director - Europe & Asia, lead various aspects of new hire orientation

• Prepare annual budget for PA costs and other assigned…