Office Administrator

Wilson Elser is a leading defense litigation law firm with more than 1,300 attorneys in 43 offices throughout the United States. Founded in 1978, we rank among the top 100 law firms identified by The American Lawyer and 36 in the National Law Journal’s survey of the nation’s largest law firms. We’re also Mansfield Certified Plus.

Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation. If you are a motivated professional looking for a long-term fit where you can grow in a role, and will be valued and empowered, then we invite you to apply to our Office Administrator position in our Chicago Office.

The Position

Wilson Elser is seeking a dynamic and experienced Legal Office Administrator to lead and manage the operations of our Chicago office and provide office administration support for our offices in Indianapolis, IN;
Merrillville, IN;
St. Louis, MO; and Kansas City, KS.

This position is based in Chicago and plays a critical leadership role, ensuring efficient day-to-day operations, consistency across offices, and alignment with firm-wide policies and objectives.

This position reports directly to the firm’s Director of Office Administration and works closely with firm leadership, attorneys, and administrative teams to support operational excellence.

Key Responsibilities

• Provide proactive administrative oversight ensuring seamless operations across all assigned offices.
• Serve as the primary liaison between attorneys, staff, and firm leadership for all operational and administrative matters.
• Supervise and support administrative, facilities, and legal support staff; participate in hiring, status changes and departure processes, onboarding, training, and performance management.
• Monitor staff attendance, PTO and other absences, and approval of timecards to ensure accurate records and smooth daily operations.
• Conduct annual performance evaluations of non-attorney professional staff, driving engagement and professional growth.
• Ensure the ongoing productivity and effectiveness of professional staff by managing workflows and optimizing the firm’s administrative support services.
• Collaborate with the Human Resources Business Manager to promote consistency in performance management and employee relations in alignment with firm policies and procedures.
• Partner with firm departments such as HR, IT, Finance, and Marketing to ensure consistent implementation of firm policies and procedures.
• Supervise accounting functions including invoicing, check requests, and vendor expense processing, ensuring accuracy and timely handling of all financial matters.
• Manage budgets, office expenditures, and vendor relationships for assigned offices.
• Facilitate employee engagement initiatives and foster a positive, inclusive, and productive work environment.
• Coordinate general office services with building management and local facilities teams to address service needs.
• Oversee local events and local office functions.
• Travel to assigned offices to ensure operational excellence and consistency, as needed.

Qualifications

• Bachelor's degree from an accredited college, or equivalent work experience.
• Minimum of 7+ years of experience in a legal or similar professional services environment, preferably within a law firm.
• Minimum of five years of leadership experience, including prior direct supervisory responsibilities managing and directing teams.
• Proven experience managing multiple office locations or regional operations.
• Excellent leadership and management skills, with a track record of supervising and developing cohesive, high-performing teams across multiple locations.
• Proven ability to thrive in a fast-paced environment, responding effectively to evolving priorities and changes.
• Strong interpersonal skills with the ability to work collaboratively across all levels of the firm, including professional staff, attorneys, and leadership.
• Highly detail-oriented and organized, with the ability to manage multiple tasks and projects simultaneously.
• Working knowledge of budgeting and accounting principles, with the ability to contribute to…