Administrative Manager

3 weeks ago

Boston, Massachusetts, United States AMS Staffing Inc. Full time
Job Title: Legal Office Administrator

We are seeking a highly skilled and experienced Legal Office Administrator to join our team at AMS Staffing Inc. in Boston.

Job Summary:

The Legal Office Administrator will be responsible for the overall administrative management of our 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.

Key Responsibilities:
  • 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.
  • Collaborate with Human Resources to actively engage in the hiring, performance management, and professional development of the legal support 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.
Requirements:
  • 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.
  • Bachelors 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).
What We Offer:

We offer a competitive salary and benefits package, as well as opportunities for professional growth and development.

If you are a motivated and experienced professional looking for a new challenge, please submit your application.

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