Office Administrator

Description

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for an Office Administrator to join our team in our New York office.
We offer a hybrid work engagement with one day of remote work, and four days in-office. The Office Administrator manages and oversees daily operations of the New York office with 90 attorneys and 60 paralegals and professional staff. This position will have the opportunity to have a significant impact on the organization for a professional dedicated to providing topnotch service while building and maintaining a diverse environment in which lawyers, paralegals, and professional staff can thrive.

The role blends direct staff supervision with management of operations, administration, facilities, events, and hospitality, and requires the ability to quickly adapt to evolving priorities and demands. The Office Administrator also supports effective change management by helping attorneys and staff navigate new initiatives and operational changes, fostering clear communication and collaboration across the office. The ideal candidate demonstrates exceptional energy, commitment to service excellence, and strong leadership in managing and developing a diverse support staff team.

• 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 office wide 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…