Job Title: Office Administrator

Location: New York 10018

Salary/Payrate: $210K-$250K, bonus and AWESOME benefits!!!

Work Environment: Hybrid (2 days WFH)

Term: Permanent / Fulltime

Bachelor’s degree required: Yes

Referral Fee: AMS will pay $1,000 should the person you refer gets hired



JOB DESCRIPTION #LI-AV1

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 Administrative Services Supervisor, United States Facilities Manager, and Partner in Charge 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 Director of Administration and Administrative Support 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 Administrative Services Supervisor, and Administrative Support Manager
• Establish a working relationship with Partner in Charge and Finance Business Partners to support their daily office requirements and budget management; work closely with Partner in Charge 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