Kelley Drye & Warren LLP is seeking an Office Administrator in our Chicago office to manage the operations of the Chicago and Los Angeles (LA) offices. This position will manage the office’s administrative support services, which include paralegals, legal assistants, interns, reception, information technology, and office services. The Office Administrator is responsible for human resources, library and information resources, facilities, purchasing, budgeting, billing, and accounting functions (including invoice processing and payroll submissions) within the offices. The Office Administrator is expected to promote a “client service” environment in support of the attorneys and the Firm’s clients. The Office Administrator must identify and plan for the changing needs of the office and contribute to efficient management of the business of the Firm. In executing these duties, the Office Administrator will work with Firm management on a national and local level.
Duties and Responsibilities
- Maximum utilization of administrative support staff within a positive and respectful work environment. Provide leadership and management consistent with national and local management goals and objectives and proactively anticipate office needs.
- Respond to inquiries and provide feedback in a timely manner.
- Human resources responsibilities include hiring legal and support staff, onboarding, training, counseling, HR policy, performance appraisals, conflict resolution, compensation, recordkeeping, and staff development in consultation with the Firm’s Human Resources department.
- In-office presence to actively manage staff and respond to office needs.
- Cooperate with IT personnel, and as requested by the Firm, to deploy, monitor, and manage IT assets in the Chicago and LA Offices.
- Prepare annual budgets, monitor budget performance and make necessary adjustments, and time-keeper utilization.
- Assemble periodic financial and other reports as requested.
- Develop and implement office procedures in support of the Firm’s practice. Communicate and assure compliance with office procedures and firm policies in coordination with and in consultation with Firm management.
- Represent Kelley Drye in the Chicago and LA legal communities by developing and maintaining positive relationships with search firms, vendors, consultants to the legal industry, and colleagues at other firms.
- Manage the functional needs of the office to promote an effective work environment, including the acquisition of firm equipment, supplies, deliveries, and related transactions.
- Plan and coordinate local events, such as CLE programs, client events, recruiting functions, special events and office activities.
- Manage day-to-day communications with the office landlords, elevating substantive issues as appropriate.
- Communicate information from third parties relevant to Chicago and LA office personnel.
- Assist the Firm, as appropriate under the circumstances, in monitoring and managing Chicago and LA Office assets during natural disasters or other similar events.
- Additional duties may be assigned.
Reporting Relationships
The Office Administrator reports to the Managing Partner of the Chicago and LA offices and the Firm’s COO and is expected to work closely and collaboratively with the Firm’s Chief Financial Officer, Chief Human Resources Officer, Chief Information Officer, and Chief Marketing Officer or their delegates.
Minimum Qualifications
Education: A bachelor’s degree from an accredited university.
Experience: At least 5 years of office management experience that includes successful experience managing employees and multiple projects at one time. A successful candidate will have a working knowledge of labor and employment laws and HR best practices. Experience with a law firm is strongly preferred.
Special Skills: The Office Administrator must be a self-starter with a solid understanding of professional services firm structure and management. Required skills include:
- Strong organizational, administrative, interpersonal, written and oral communication skills.
- Proven ability to use discretion, maintain confidential information, work collaboratively, lead independently, exercise good judgement, particularly in difficult situations, and maintain effective working relationships with all levels of firm personnel.
- Demonstrated financial and business sense coupled with a knowledge of human resources principles and an understanding of information systems within a professional services environment.
- Ability to analyze problems, evaluate alternatives, propose and implement solutions, and monitor outcomes.
Kelley Drye & Warren LLP is an Equal Opportunity Employer (EOE).