Kelley Drye & Warren LLP, a powerhouse firm with the heart of a boutique, is seeking an Office Administrator to manage the operations of the Los Angeles office. This position will manage the office’s administrative support services including secretarial services, reception, information technology, and office services. Responsible for human resources, library and information resources, facilities, purchasing, budgeting, billing and collections, and accounting functions (including invoice and expense processing and payroll submissions) within the office. Promote a “client service” environment in support of the attorneys and each of the Firm’s clients. The Office Administrator must identify and plan for the changing needs of the office and contribute to cost-effective and efficient management of the business of the Firm. In the execution of these duties, the Office Administrator should work appropriately with firm management on a national and local level.
Duties and Responsibilities
- Promote effective and maximum utilization of administrative support staff within a positive and respectful work environment. Provide management and direction consistent with national and local management goals and objectives.
- Human resources responsibilities including hiring, training, counseling, discipline, performance appraisals, conflict resolution, compensation, recordkeeping, and staff development in consultation with the firm's Human Resources department.
- Assist with lateral partner and attorney recruiting.
- Work, in cooperation with local and national IT personnel, and as requested by the firm, to deploy, monitor, and manage IT assets in the Los Angeles Office.
- Preparation of annual budgets, monitoring performance to budget and making necessary adjustments, time-keeper utilization, reporting on and management of unbilled time and accounts receivable.
- Periodic financial and other reports as requested.
- Development and implementation of office procedures in support of the firm's practice. Communicate and assure compliance with office procedures and firm policies in conjunction with and in consultation with local and national firm management.
- Represent Kelley Drye in the Los Angeles legal community 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 efficient and effective work environment, including the acquisition of firm equipment, supplies, and deliveries, as well as related transactions.
- Planning and coordination of local events, such as CLE programs, client events, recruiting functions, and holiday parties.
- Manage day-to-day business and communications between the Los Angeles Office and the landlord, elevating substantive issues as appropriate.
- Disseminate information from third parties relevant to Los Angeles office personnel.
- Assist the firm, as appropriate under the circumstances, in monitoring and managing Los Angeles Office assets during natural disasters or other similar challenges.
- Additional duties as from time to time may be assigned.
The Office Administrator reports to the Managing Partner of the Los Angeles office and the firm’s Executive Director, 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.
- Education: A bachelor’s degree from an accredited university.
- Experience: At least 5 years of office management experience. Candidates who have supervised line functions will also be considered. Experience with a law firm is strongly preferred.
- Special Skills: The Office Administrator must have a solid understanding of professional services firm structure and management. Strong organizational, administrative, interpersonal, written and oral communication skills are required. Must demonstrate financial and business sense coupled with a knowledge of human resources principles and an understanding of information systems within a professional services environment. Must have the ability to analyze problems, evaluate alternatives and propose and implement solutions.
Kelley Drye & Warren LLP is an Equal Opportunity Employer (EOE)