Office Administrator

Role Overview

• 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
• 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 officewide 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 Portland 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 offsite-meetings and retreats 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 enhances and supports the office and firm culture

Requirements

• 10+ years of leadership experience in staff supervision and management in a professional services environment; large law firm experience preferred
• College degree preferred, preferably in management, business, organization development or Human Resources
• Highly professional and organized with a strong hands-on customer service orientation
• Business acumen must include uncompromising integrity, sound leadership experience, and the ability to effectively manage change
• Willingness and ability to adapt one’s management and communication styles based on the situation and audience
• Excellent emotional intelligence, interpersonal and communication skills (oral and written), professional demeanor, and presentation
• Commitment to diversity, equity and inclusion among all internal and external stakeholders of the office
• Analytical with strong problem-solving and decision-making skills, takes initiative and uses good judgment, excellent listening and follow-up skills
• Proven success in working well, being influential, and communicating effectively with senior leadership and staff, including presenting ideas in a clear, succinct manner
• Highly motivated with the ability to manage multiple priorities, deliver on-time work products, and move projects along with minimal prompts
• Adapt to a fast-paced, high-pressure environment to achieve business goals and objectives
• Strong attention to detail
• Experience with use of technology tools (e.g. Document management systems, MS Teams, invoice management systems) for management of workflow, communication, and collaboration

Benefits

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution