Ropes & Gray LLP
Overview
The Office Administrator oversees the day-to-day management of the office, including direct responsibility for the Legal Executive and Administrative Assistants, Reception and matrix management of Office Services, IT/AV, Facilities and Conference Services teams. This position is the office go-to person and ensures administrative operations run smoothly. This position reports to the Director of Office Administration with an indirect report to the Office Managing Partner. Responsibilities
Management: Provides day-to-day oversight of the office including direct management of Legal Executive Assistants and Administrative Assistants and Receptionists, and matrix management of Office Services, IT/AV, and Conference Services teams. Manages team assignments, holiday and team coverage, workflow, training, and performance expectations. Conducts bi-annual performance evaluations. Hosts regular 1-1 and group meetings. Collaborates with the HR Department in managing and resolving performance and employee relations issues. Represents the office to firm-wide department management and provides a point of contact for communication and coordination. Works closely with HR in recruiting and participating in interviews as required. Manages orientation for new business support and coordinates with Legal Recruiting for onboarding of new associates and partners. Partners with the Office Managing Partner to support the office strategic plan. Office Social & Community Involvement: Organizes social events to increase engagement and morale. Collaborates with Conference Services and Events to support office-wide events and internal/client meetings. Initiates and participates in community service efforts sponsored by the firm or local office. Vendor Management: Negotiates with contractors and vendors; supervises all vendors. Conducts regular reviews of vendor performance and contracts and facilitates transitions as needed. Facilities: Plans and executes internal office moves, interfaces with the property manager, leads office build-outs, coordinates with vendors, and ensures up-to-date operational information for local pages and procedures. Maintains security of the firm’s buildings and real estate; monitors leases and subleases and coordinates tenant improvements. Finance: Maintains financial controls and contributes to annual budgeting in collaboration with leadership. Business Continuity: Develops and maintains local business continuity plans, conducts emergency drills, and implements health, safety and environmental policies compliant with applicable laws. Project Work: Undertakes ad-hoc projects as required. Qualifications
Bachelor’s Degree or equivalent in Business, Finance or related discipline, plus 5-10 years of directly related experience (including managing legal secretaries and/or administrative staff). At least 3-5 years in administrative management in a law office with more than 15 lawyers (preferably a branch of a large law firm). Ability to work in a matrix management environment with strong influencing, facilitation, motivation, and resolution skills. Thorough understanding of the legal secretary role and attorney/secretary relationships. Strong problem-solving, prioritization, and organizational abilities; flexible to manage conflicting deadlines. Strong oral and written communication skills; coaching and mentoring skills; ability to motivate and influence change. Working knowledge of Outlook, Word, Excel, and PowerPoint. Compensation and Benefits
Ropes & Gray offers a comprehensive Total Rewards package including health and well-being benefits, development opportunities, and a collegial culture. The anticipated pay range is listed below and reflects starting salary estimates; actual offers are based on qualifications, experience, geographic location, and internal equity. This role is eligible for a discretionary bonus based on performance. Chicago, IL (123,200 - 189,950) Working Conditions
Normal office environment with the possibility of after-hours or weekend activity. Applicant must be willing to check email and stay connected after hours as needed. Hours may vary to fulfill responsibilities. This description is not exhaustive of all essential functions, responsibilities, or requirements.
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The Office Administrator oversees the day-to-day management of the office, including direct responsibility for the Legal Executive and Administrative Assistants, Reception and matrix management of Office Services, IT/AV, Facilities and Conference Services teams. This position is the office go-to person and ensures administrative operations run smoothly. This position reports to the Director of Office Administration with an indirect report to the Office Managing Partner. Responsibilities
Management: Provides day-to-day oversight of the office including direct management of Legal Executive Assistants and Administrative Assistants and Receptionists, and matrix management of Office Services, IT/AV, and Conference Services teams. Manages team assignments, holiday and team coverage, workflow, training, and performance expectations. Conducts bi-annual performance evaluations. Hosts regular 1-1 and group meetings. Collaborates with the HR Department in managing and resolving performance and employee relations issues. Represents the office to firm-wide department management and provides a point of contact for communication and coordination. Works closely with HR in recruiting and participating in interviews as required. Manages orientation for new business support and coordinates with Legal Recruiting for onboarding of new associates and partners. Partners with the Office Managing Partner to support the office strategic plan. Office Social & Community Involvement: Organizes social events to increase engagement and morale. Collaborates with Conference Services and Events to support office-wide events and internal/client meetings. Initiates and participates in community service efforts sponsored by the firm or local office. Vendor Management: Negotiates with contractors and vendors; supervises all vendors. Conducts regular reviews of vendor performance and contracts and facilitates transitions as needed. Facilities: Plans and executes internal office moves, interfaces with the property manager, leads office build-outs, coordinates with vendors, and ensures up-to-date operational information for local pages and procedures. Maintains security of the firm’s buildings and real estate; monitors leases and subleases and coordinates tenant improvements. Finance: Maintains financial controls and contributes to annual budgeting in collaboration with leadership. Business Continuity: Develops and maintains local business continuity plans, conducts emergency drills, and implements health, safety and environmental policies compliant with applicable laws. Project Work: Undertakes ad-hoc projects as required. Qualifications
Bachelor’s Degree or equivalent in Business, Finance or related discipline, plus 5-10 years of directly related experience (including managing legal secretaries and/or administrative staff). At least 3-5 years in administrative management in a law office with more than 15 lawyers (preferably a branch of a large law firm). Ability to work in a matrix management environment with strong influencing, facilitation, motivation, and resolution skills. Thorough understanding of the legal secretary role and attorney/secretary relationships. Strong problem-solving, prioritization, and organizational abilities; flexible to manage conflicting deadlines. Strong oral and written communication skills; coaching and mentoring skills; ability to motivate and influence change. Working knowledge of Outlook, Word, Excel, and PowerPoint. Compensation and Benefits
Ropes & Gray offers a comprehensive Total Rewards package including health and well-being benefits, development opportunities, and a collegial culture. The anticipated pay range is listed below and reflects starting salary estimates; actual offers are based on qualifications, experience, geographic location, and internal equity. This role is eligible for a discretionary bonus based on performance. Chicago, IL (123,200 - 189,950) Working Conditions
Normal office environment with the possibility of after-hours or weekend activity. Applicant must be willing to check email and stay connected after hours as needed. Hours may vary to fulfill responsibilities. This description is not exhaustive of all essential functions, responsibilities, or requirements.
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