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Office Manager

4 months ago

Palo Alto, United States Esquire Recruiting, LLC Full time

Office Manager | AM LAW 50 Firm | Palo Alto, CA Our prestigious and globally recognized AM LAW 50 client is hiring an experienced law firm Office Manager for their Palo Alto, CA office. The office manager will be responsible for the day-to-day operations of the office in support of their clients and lawyers. At the direction of the Director of Administration and Managing Partner, the Office Manager will be responsible for supervising the support staff in conjunction with firmwide department chiefs and directors, will be responsible for the various office operations including monitoring workflow and human resources activities to include performance evaluations, staff development, conflict resolution, life/safety, and other activities. In partnership with the Director of Administration and Managing Partner, the office manager will provide functional and thought leadership to the office to ensure operational excellence and creative office culture stimulation opportunities. The office manager will also be responsible for facilities including leasehold improvements and space planning, and internal and external moves. This person will also plan and execute all office activities and social events. Law firm experience is highly preferred. Our client is offering a very competitive compensation, benefits, and bonus package.

Send resume to Amy Altman, Director: amy@esquire-recruiting.com


RESPONSIBILITIES:

Accounting:

  • Through coordination with the Director of Administration, prepares/monitors budget for the Palo Alto office, coordinates daily accounting functions, approves all office operational non-client invoices, helps coordinate completion of time entry and pro formas by established deadlines.

Regional departments:

  • In conjunction with regional and firmwide department (Diversity/IT/Marketing/Recruiting/Records) chiefs, directors and managers, aids in the support of the various departmental local office staff and functions.

Facilities:

  • Manages facilities functions (reception, catering, conferencing, furniture, maintenance/repairs, office services, supplies, etc.) for the Palo Alto office. Communicates effectively with the landlord/property manager/engineer in lease, sublease and building operations matters.

Secretaries:

  • Maintains adequate secretarial staffing to support the Firm’s needs, which includes projecting staffing needs. Confers with the Human Resources Director and San Francisco Secretarial Manager to discuss staffing needs, including reassignments, workloads, and conflicts. Assists with the analysis, development, and implementation of training programs for the secretarial staff. Meets with the attorneys to discuss secretarial and work overflow needs. Maintains harmony among secretarial staff and resolves conflicts in the department. Responsible for maintaining and improving morale. Makes recommendations to resolve problems as needed. Observes the quality and production of work performed by the secretaries.

Supervisory:

  • Supervises non-legal staff, including recommendations for hiring, firing, performance evaluations and counseling, training, work allocation and problem resolution, in conjunction with DOA and firmwide department chiefs and directors. Participates in reviews of all local office non-legal staff and collaborates with the West Coast Human Resources Director on employee relations issues and disciplinary meetings. Supervises daily functions of on-site outsourced personnel. Works collaboratively with the West Coast Team responsible for administrative functions and has an appropriate working knowledge of technology infrastructure and event planning.

Miscellaneous:

  • Performs miscellaneous job duties as assigned by the Director of Administration and/or Managing Partner of the office.


REQUIREMENTS:

  • Minimum of 3 years of office management, including human resources, facilities and technology, experience
  • Law firm experience


OTHER SKILLS AND ABILITIES:

The following will also be required of the successful candidate:

  • Strong organizational skills
  • Strong attention to detail
  • Good judgment
  • Strong interpersonal communication skills
  • Strong analytical and problem-solving skills
  • Able to work harmoniously and effectively with others.
  • Able to preserve confidentiality and exercise discretion.
  • Able to work under pressure.
  • Able to manage multiple projects with competing deadlines and priorities.