Legal Office Administrator

7 days ago

Boston, United States AMS Staffing Inc. Full time

Please send resume should you be interested in the following Legal Office Administrator position located in Boston. This is a full-time, direct-hire position with a salary between 120-160K plus awesome benefits. If you're not interested, please pass along to your colleagues as we do pay referral fees.

Job Title: Legal Office Administrator

Location: Boston

Salary: 120-160K

Work environment: 100% Onsite 5 days per week

Daily hours: 8-5

Bachelor's degree: Highly Preferred

Candidates MUST HAVE law firm experience

Job Overview

Our Legal Office Administrator is responsible for the overall administrative management of their local office, including day-to-day operations, oversight of the legal support personnel, management of the physical space, and serving as liaison with building management. Working closely with the Office Chairs and the Managing Director of Operations, the Office Administrator takes overall responsibility of the office as lead firm representative, setting the standard for firm citizenship and contributing to a strong, cohesive and collaborative workforce.

In the performance of their duties, the Office Administrator continually leads by example, consistently demonstrates a professional and positive, attitude and communicates the firm's philosophy, by supporting the firm's overall business strategy and assisting in implementing firm-wide initiatives and policies and procedures at a local level, thereby contributing to the on-going success of the firm and its diverse culture.

This role has an in-office working arrangement. Potential candidates must live within commuting distance of the Boston office to be onsite 5 days per week. In this role, you will report to the Managing Director of Operations.

Essential Functions

  • Work with the Office Chair(s), Chief Operating Officer, Managing Director of Operations, and all Administrative Departments, to ensure effective office operations.
  • Provide leadership, management, and hands-on service support to attorneys, staff, and vendors.
  • In collaboration with Human Resources, actively engage in the hiring, performance management, and professional development of the legal support staff.
  • Work with Human Resources to effectively on-board and off-board attorneys and staff.
  • Manage Professional Assistants (Legal Secretaries) including working with peer Office Administrators to oversee attorney coverage on PA Teams, workflow through ServiceNow and PTO scheduling to achieve effective and efficient operations and maximum productivity.
  • Oversee attendance and time tracking of Professional Assistants and other direct reports, ensuring compliance with local and state regulations.
  • Manage Reception Desk services, Facilities staff and Hospitality staff where applicable.
  • Collaborate with the Managing Director of Operations to ensure local outsourced services are running efficiently and effectively.
  • Collaborate with the Office Chairs and the Managing Director of Operations to plan space allocation (including office construction and expansion), layouts and floor moves for all attorney and staff hires, as well as all internal moves.
  • Help manage procurement of supplies and processes requests for payment of office invoices.
  • Manage local expenses effectively in accordance with the office budget and assist with developing the office annual budget.
  • Serve as the primary contact for local building management and security.
  • Manage the strategy and planning of local office meetings and special events.
  • Communicate, implement and ensure compliance with firm policies, practices and procedures.
  • Collaborate with peer Office Administrators to discuss ideas, share best practices, and contribute to innovative approaches and best in class service to external and internal clients.
  • Perform other responsibilities as anticipated, in alignment with firm or office-specific events, initiatives, or general needs.
  • Work additional hours as needed to fulfill job requirements.

Skills/Qualifications

  • 7+ years of professional services management experience, preferably in a multi-office law firm.
  • 5+ years in delivering a wide range of professional support services.
  • Bachelor's degree preferred.
  • Solid understanding of a professional services firm structure and management from a financial, operational, and human resource perspective.
  • Excellent business acumen and a proven record of aligning administrative services and resources, resulting in cost effective and successful strategies.
  • Strong communication skills (verbal and written) with the ability to develop positive working relationships (in-person and virtually).
  • Meticulous attention to detail and accuracy.
  • Ability to work well under pressure and in a fast-paced, deadline driven environment, while handling multiple tasks with effective organizational skills.
  • Proven problem solving, critical thinking, and decision-making skills.
  • Unquestioned integrity and professionalism.
  • Proficient in Microsoft Suite (Word, Excel, Outlook, Teams).

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