Office Administrator, New York

The Office Administrator will ensure office functions and business professionals are aligned to deliver exceptional service to internal and external clients consistently with Firm standards and objectives; lead and manage office operations and procedures and ensure smooth day-to-day functioning focusing on efficiency and time management; be responsible for developing internal office communication protocols, streamlining administrative procedures (secretarial and facilities), office business services professionals supervision, and task delegation.

Main responsibilities:

• Work closely with the Office Secretarial Supervisor, United States Facilities Manager, and Office Managing Partner (OMP) to implement Firm strategies, processes, policies, guidelines, and reporting to support efficient, high-quality services in the office; ensure that suitable office space is provided to maximize productivity for all employees
• Lead all In-Market Operations and Administration employees
• Manage and assist the Facilities lead in office space planning, maintenance, and renovations as necessary, and serve as the point of contact with office landlords; liaise with the facilities team and relevant vendors on office lease requirements
• Organize and/or manage (in conjunction with facilities and other teams) key office meetings (partner meetings, practice group, office retreats, committee meetings, etc.) and internal and external events and gatherings; responsible for managing/coordinating all office administration tasks such as catering, reception, and cleaning services
• Ensure, in cooperation with the Facilities lead, best-in-class facilities (and facilities management) that effectively represent the brand and our standing in the market; supervise with the Facilities lead all office administration, hospitality reception, and cleaning services
• Work closely with the Regional Operating Officer (ROO) and NAO Secretarial Manager to ensure efficient delivery of secretarial support, with a target to meet secretarial ratios set by the Firm; adopt common processes
• Supervise the office secretarial supervisor to ensure that the workflow, performance, and training of legal secretaries meet the needs of our internal and external clients
• In consultation with the office secretarial supervisor, determine optimal secretarial staffing assignments, manage utilization, and monitor workloads
• Manage the annual performance evaluation and compensation processes for secretaries in collaboration with the Human Resource Manager, Office Secretarial Supervisor, and NAO Secretarial Manager
• Establish a working relationship with OMP and Finance Business Partners to support their daily office requirements and budget management; work closely with OMP and regional functional leaders to ensure services are delivered effectively and local practice group needs are being met
• Create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness and communication and instilling a high-performance culture
• Manage relationships with strategic partners, leasing companies, vendors, facilities managers, and suppliers
• Monitor key metrics such as engagement, strategic goal accomplishments, effective vendor management, service expenses, and compliance
• Engage with Office Services representatives to ensure the collection of data on mandatory office supplies is ongoing and ensure procurement is managed effectively
• Network with peers to represent the Firm positively and communicate local market conditions and developments (competitor strategy, lateral moves, industry trends) to leadership
• Other duties as assigned to deliver the North America Office and Firm strategy and operational effectiveness to the New York office

Skills and experience:

• A bachelor's degree is required, preferably in business administration, finance, human resources, or a related field. MBA is not required, but a plus
• Strong relevant experience with office management and administration, preferably in a law firm or professional services environment
• Able to manage multiple stakeholders, managing partners, and functional in-market business partners to build strong relationships, communicate effectively, be comfortable working in large, complex environments, and be highly credible and persuasive
• Able to engage with key external stakeholders, brokers, and vendors
• Highly disciplined approach to executing strategies and programs to achieve the Firm's operational objectives
• Well-developed and sophisticated organizational, communication, and interpersonal skills, with demonstrated ability to collaborate and build trust with partners and business professionals at all levels
• Strong ability to readily comprehend business objectives, lead, motivate, and mentor other professionals, including diligently addressing performance concerns
• Organized, detail-oriented individual with strong project management skills and the ability to balance competing priorities in a time-sensitive environment
• High level of discretion, diplomacy, and a commitment to maintaining the highest level of confidentiality
• Strong entrepreneurial skills and business-focused mindset to effectively drive operations in a diverse and multicultural environment
• Proven track record of strong budgeting experience and financial skills to effectively manage office operational and administrative costs

Reports to:

North America Regional Operating Officer

Direct Reports

:

NYO Legal Secretaries

Position Type: 

In Market

Development Framework:

Senior Manager