Regional Office Administrator

Location: New York
Schedule: 9:00 AM to 5:30 PM Mon-Fri
FLSA: Exempt
Position Type: Full-Time/Regular

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States Europe Asia and the Middle East. We are currently seeking a Regional Office Administrator in our Administrative Management department reporting directly to Senior Director of Operations US and Partners in Charge in NY & BO.

The position will reside in the New York office with regular travel to the Boston officeand will be responsible for oversight and management of all day-to-day office operations for more than one office. The Regional Office Administrator serves as a catalyst for implementing change in response to evolving practice needs ensures local office collaboration on firm-wide projects goals policies and procedures and contributes to cost-effective management. The Regional Office Administrator is expected to demonstrate initiative and work closely with the Business Services team lawyers and support staff in ensuring that office practice and firm goals are met. The Regional Office Administrator is expected to serve as a positive model for the staff and an ambassador with the lawyers and to lead by example. The Regional Office Administrator is expected to perform all responsibilities with a commitment to providing superior service to the firms lawyers and clients ensure efficient and effective departmental operations and an atmosphere of teamwork and continuous improvement. Above all the Regional Office Administrator must fulfill the needs of the offices in a manner which is consistent with the Firms Core Values.

Key responsibilities of this position include:

Day to Day Oversight:

• Oversee office operations and supervise reception conference services office services and either directly or through a secretarial supervisor or manager manage the secretarial staff of the office ensuring needs are met and balanced against firmwide expectations and standards.
• Oversee the managers supervisors and coordinators for the above departments ensuring effective execution of their duties.
• Ensure that high quality business services professionals are working efficiently and effectively to support the legal practice within all assigned offices and that staffing ratios are appropriate and efficient.
• Manage third party vendor relationships as required.
• Oversee operational issues as they arise and ensure that such issues are resolved efficiently and cost effectively.
• Work with the Senior Director of Operations US and coordinate departmental practices procedures and new implementations ensuring understanding of and compliance with firmwide and office policies and legal obligations. Support and implement local deployment of firmwide initiatives.
• Implement and ensure compliance with firm standards of excellence and high levels of customer service and provide staff with an understanding of future expectations and initiate changes needed to meet them.

Financial Oversight:

• In conjunction with the Senior Director of Operations US prepare and monitor office operating and capital budgets for all assigned offices.
• Review expenses to ensure compliance with budget and notify Senior Director of Operations US of potential variances.
• Manage contractual relationship with vendors providing cost-effective goods and services to the office(s). Negotiate with vendors initiate bid procedures and obtain appropriate approvals for contracts in advance including consulting with GCs office as appropriate.

Facilities Oversight:

• Work with the Senior Director of Operations US on any issues with the landlord and subtenants; approve and process rent and other office operations invoices.
• Manage office assignments moves and furnishings in partnership with Operations Manager and support from the Office Services staff.
• Work with the Senior Director of Operations US on construction and renovation projects and oversee daily activities of same from inception through completion.
• Oversee office facilities and ensure the office is maintained in a suitable manner and problems which arise are addressed appropriately and in a timely fashion.
• Ensure adequate fire/emergency disaster plans and necessary security procedures are in place and appropriately communicated to all office personnel.
• Ensure appropriate emergency medical equipment such as AEDs and fire extinguishers are maintained inspected and in working order. Also implement CPR certification training to ensure appropriate levels of CPR support are available in the office based on local regulations.

Secretarial Oversight:

• Ensure strong and effective secretarial support is available to the lawyers in all assigned offices and work closely with the Secretarial Manager (if one is in place) as needed on assignments and obtain lawyer feedback to ensure and achieve excellence in support.
• Ensure effective use of resources and share resources across geographies as needed to balance workloads.

Technology Oversight:

• Partner with the Senior Director of Operations US and the Information Technology department to support the firms overall technology program and ensure adherence to firm policies.
• Manage the office/seat assignment platform Eptura and be proficient with other technology platforms used by your assigned teams including but not limited to EMS and the Lenel security system.

Human Resources Oversight:

• Work with the Human Resources department and other managers to coordinate recruitment of business services professionals and staff for the office.
• Work with the Human Resources department to coordinate orientation and introduction of new lawyers and business services staff within the office.
• Support the development and execution of training programs for managers and business services staff as well as assisting as needed with training opportunities for the firms lawyers and other legal personnel that are provided by the firmwide Professional Development team.
• Maintain a professional manner at all times contributing to the constructive resolution of conflicts within workgroups and as workgroups relate to others in the office or firm. Promote teamwork within the office.
• Resolve human resources issues in a timely and appropriate manner consulting with Senior Director of Operations US the Firms Director of Human Resources US or Chief Talent Officer firmwide business professionals and involving the Partner in Charge Practice Leader(s) appropriate lawyers and others as necessary and appropriate.
• Work with the Senior Director of Operations US regarding approval of new hires and with the Chief Talent Officer and Director of Human Resources US on any performance counseling or needed terminations of employment.
• Notify the Senior Director of Operations US of any employee or other issues and suggest solutions.

Short and Long-Term Planning:

• In conjunction with the Senior Director of Operations US develop short and long-term plans and goals for office operations and support of the lawyers within the office(s).

Other:

• Travel to Boston on a monthly basis.
• Assist with firmwide projects as assigned.
• Other duties as requested.

Qualifications (Experience Knowledge Skills & Abilities):

• Bachelors degree required; an advanced degree and/or significant work experience in the legal industry is an asset.
• Thorough knowledge of MS Office applications including Word Outlook and Excel.
• Excellent interpersonal skills required including strong oral and written communication skills including the ability to communicate potentially detailed and complex information to others.
• Aptitude and willingness to work with complex procedures.
• Strong organizational skills and attention to detail.
• Significant managerial and/or oversight experience in a fast-paced changing environment essential.
• Ability to manage multiple priorities and adjust to changing priorities in a professional manner.
• Ability to work independently and with a team.
• Strong commitment to excellence in customer service.
• Self-starter who is collaborative enthusiastic and a team player.
• Willingness and ability to assume new tasks and responsibilities.
• Commitment to maintain confidentiality of employee office firm and client information and adhering to the Firms Core Values.
• Ability to address all work with a positive and can do approach.
• Commitment to professional growth and development for self and the business services professionals and staff.

The anticipated base salary range for this position $250000-$300000. The actual salary offered will be based on several factors including but not limited to relevant education qualifications years of relevant experience certifications or other professional licenses held job-related knowledge and skills business needs and the location from which the work will be performed. Additionally salary or hourly wages may be only part of the total compensation package which may also include a full range of health and other insurance benefits financial and/or other benefits (including 401(k) eligibility) a discretionary bonus and various paid time off benefits. Additional information about benefits and rewards can be found here.

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