Director of Administration

POSITION SUMMARY

Reporting to the Chief of Administration, the DOA is responsible for managing day-to-day operations of the assigned office, providing high-quality administrative services and support to local personnel in an efficient and cost-effective manner.

Manage the day-to-day administration of office operations, business functions, financial transactions and budgeting for the office, including but not limited to the following:

• Partner with Office Managing Partner and other lawyers to maintain excellent lines of communication and to ensure administration and operations are aligned to support evolving needs.

• Manage all support staff functions including Legal/Practice/Executive Assistants, Office Services, Facilities, Hospitality, Reception, and local operations in coordination with the appropriate firmwide departments and their department leadership.
• Monitor all staff for performance, attendance, responsiveness, and client service commitment, and work collaboratively with the HR Department to initiate disciplinary actions, as required, and conduct performance reviews on a timely basis.
• Develop and manage staff to ensure quality and a consistent level of service.
• Assist with coordinating staff recruiting efforts, including on-boarding, support and general assimilation of new personnel.
• Champion cross-office community, communication and collaboration for staff.

• Develop a staffing plan and budget for each office consistent with firm objectives and operational requirements.
• Work collaboratively with the Finance Department to manage local financial operations, including processing of local expenses, implementation, and maintenance of internal controls.
• Ensure monthly operational expense performance meets budgets.
• Work with the CAO and Procurement Manager to establish competitively priced vendor relationships.
• Manage facilities and work with CAO and Real Estate Partner to handle lease administration, bidding and construction, and overall contract administration for maintenance and repairs.
• Work with CAO and Real Estate Partner to oversee and coordinate vendor lease negotiations, relocation and/or office improvements.
• Manage office charitable contribution and sponsorship requests.
• Ensure office Administration and Operations provide a consistent high level of support, continuously evaluating and improving programs, processes and procedures.
• Maintain all office furniture, finishes, fixtures, equipment and appliances.
• Work closely with the landlord and building management.
• Work collaboratively with the IT Department to ensure daily IT operations and support is in place and functioning appropriately.
• Manage a high- touch catering and conference center daily functions and special events planning and execution.
• Coordinate local pro bono and community service logistics in support of the firm's civic commitments.

• Partner with Firmwide Recruiting in support of the summer associate program, post-clerk recruitment, and partner recruitment.
• Assist with planning summer associate program events
• Ensure a consistent onboarding experience for new hires.

• Ensure safe and secure work environment in compliance with health and safety regulations.
• Manage local emergency response team.
• Facilitate compliance and personnel education for harassment and anti-discrimination policies and support diversity initiatives.
• Coordinate client and visitor access and support including the identification of appropriate meeting room space, catering services and implementation of necessary security protocols.
• Maintain a welcoming, friendly, and supportive office environment where people feel seen, valued, and heard.
• Ensure transparent and relevant communication across the office and with offices.
• Foster office engagement by hosting local social events, holiday parties, and other programs to maintain a cohesive culture for attorneys and support teams.

The successful candidate will have an undergraduate degree, with a minimum of 5+ years of office management experience in a law firm or other professional services organization. The candidate must demonstrate an overall enthusiasm and excitement about building a diverse and inclusive team capable of delivering quality service and support for our personnel and client base. This candidate must also be a proven leader capable of motivating, developing, and driving…