Associate Director of Administration

3 days ago

Salt Lake City, United States Private Client & Co. Full time

The Associate Director of Administration (ADOA) is responsible for the efficient and effective administrative operation, including but not limited to the daily operations, business, and space planning/management of the Salt Lake City office to ensure delivery of exemplary client service from all staff functions. The ADOA is expected to anticipate and provide support systems to meet attorney and client expectations. The ADOA is a critical leadership role and will act as a responsible advocate for the office, always leading with positivity and driving engagement both locally and Firmwide.


The ideal candidate has solid business acumen, strong operational skills, high degree of professionalism and EQ with a track record for delivering results. He/she has strong leadership experience developing a team. The candidate should have past success in building relationships and trust with stakeholders at all levels and experience effectively leading change. Operational excellence, client service and cost management are a must. He/she must be able to balance competing priorities in a time-sensitive environment. The ideal candidate is team-oriented, proactive and able to change direction quickly to meet the dynamic needs of the office and the Firm as well as its clients.


Essential Functions:

(This list is not exhaustive and may be supplemented and changed as necessary.)


Strategic Leadership

The ADOA provides overall tactical leadership to ensure all office functions and staff are aligned in providing seamless client service and ensuring the highest level of professionalism in line with firmwide expectations. They will provide leadership in addressing current and anticipated needs by developing and deploying effective solutions in concert with overall Firm objectives. This role also collaborates closely with Firmwide department functional leaders, including IT, Finance, HR, LRD, Risk, and Paralegal Services and is expected to creatively identify the needs of the office and align them with firmwide objectives.


Operational Leadership

The ADOA is responsible for creating a culture of operational excellence and accountability in managing business processes. The ADOA will in partnership with Global Support Leads, manage a team that is directly responsible for specific areas of office support (Facilities, Mailroom Services, Guest Services, and Digital Services).

The ADOA will lead a team to ensure operational efficiency in the following functional areas:

Operations – will supervise all operations functions, including facilities, guest services, conference services, digital services, and mailroom.

  • Facilities - will negotiate with vendors and work with building management on any maintenance or security-related issues with the support from their team.
  • Digital Services - will ensure the maintenance, upgrade and configuration of copiers, printers, scanners, multi-functional devices, and other reprographics and digital services software and equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met with the support from the team.
  • Mailroom - will ensure the maintenance, upgrade and configuration of all mailrooms related equipment, postage meters and other mailroom equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met with the support from the team.
  • Guest Services/Conference Services – will work closely with the guest services supervisor to supervise the reception function, assist in the resolution of any conference center-related issues, and ensure smooth coordination between Conference Services and Foodservice, Conference Technology, and Facilities departments.
  • Food Service – will work with guest services supervisor to manage and oversee office catering requirements to ensure service delivery is up to high standards; analyze monthly invoices and review all client and office-related charges; review and negotiate service agreements and annual budgets; budget for and purchase catering equipment as necessary. Overseeing all catering and pantry requests and orders; ensuring that the pantry needs are balanced with budget constraints; reviewing menus for quality control and diversity of choices.

Communication Leadership

The ADOA conducts periodic office meetings to ensure all staff is kept informed of significant office and Firmwide information. This individual will meet regularly with key staff, partners, and associates as appropriate to communicate business goals and objectives.

Performance Management

The ADOA will provide coaching and mentorship to direct reports by setting goals, completing annual reviews and creating and implementing development plans.

OTHER FUNCTIONS

(This list is not exhaustive and may be supplemented and changed as necessary.)

  • Partner with the local HR lead to resolve employment relations issues.
  • Under the guidance and approval of the SDOA, project and anticipate personnel needs.
  • Assist and collaborates with other departments to complete special projects involving the firm’s operations.

Qualifications & Requirements

Work Experience, Skills, Education

  • Proven leadership skills with the ability to develop and motivate staff.
  • Ability to positively influence others.
  • Must have excellent judgement and be highly responsive, organized, and have proven track record of successful execution of plans and delivery of results.
  • Must display the highest level of diplomacy, tact and discretion with a strong sense of urgency.
  • Excellent presentation and communication skills are critical.
  • Minimum of 5-8 years of management experience in a professional services organization is required.
  • Bachelor’s Degree required.

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