Top global law firm is seeking a Director of Administration for their NY office.

At least ten (10) years of administration or managerial experience, Prior law firm experience strongly preferred

Responsibilities include:

General Office Administration

Creating an environment that is reflective of firm's culture, promoting high morale and encouraging workplace productivity, the highest level of client service, and overall effectiveness.
Functioning as a bridge between the local office and Global Services staff resident in the New York office.
Actively partnering with Global Services departments such as Finance, Recruiting, Professional Development, Human Resources, Legal Operations, Practice Group Management, Conflicts, Diversity, Pro Bono, Records, Marketing, and Information Technology and Procurement to ensure aligned delivery of services.
Overseeing all aspects of New York office operations and facilities in collaboration with the Senior Manager, Operations: mailroom, office supplies, office security, office maintenance, and office systems (HVAC, security, plumbing, electrical, etc.).

Finance

Preparing and managing the annual office budget, planning, forecasting, and conducting variance analysis.
Approving local office invoices and expenses in Chrome River, ensuring compliance with firm policies for expense reimbursements.
Proactively identifying areas for value engineering and expense management without compromising service levels.

Operations

Being responsible for all outside vendor relationships pertaining to office operations, ensuring cost-effective and high-quality services from all vendors.
Overseeing the Flexible Workspace Program for the New York office in partnership with the Assistant Office Administrator and Senior Manager, Operations.
Managing the office assignment process for attorneys and professional staff, including maintaining accurate floor maps and acting as an ambassador for the utilization of Maptician, the firm’s space management application.
Managing all aspects of secretarial support services in partnership with the Manager of Administrative Services, including but not limited to attorney assignments, skills assessments, training, performance management, and compensation.
Overseeing the operation of the New York Copy Center in partnership with the Copy Center Manager, reviewing monthly reporting to assess volumes, productivity, and staffing.
Reviewing and proposing space plans in partnership with the COO, CFO, Partners in Charge, and Director of Real Estate, factoring in current state and future growth projections.
Developing strong relationships with the 200 Park Avenue property management office as well as senior leaders such as the building General Manager and Director of Security.
Managing office communications related to building issues, including but not limited to repairs and maintenance impacting the office, building closures, fire drills, and life safety.

Catering, Conference Center Services & Reception

Overseeing the catering function in the New York office in partnership with Catering Management.
Liaising with outside caterers to ensure the highest food quality at the best market prices.
Approving menus for large-scale and special events.
Overseeing the day-to-day utilization of client-facing conference rooms, working with the Assistant Office Administrator and Reception team to prioritize reservation requests.
Fostering a customer service-focused environment for all staff responsible for Conference Center Services.

Human Resources

Working closely with the Chief Human Resources Officer and the Senior Managers, Human Resources.
Overseeing the recruitment cycle for all local office staff, liaising with Global Services hiring managers on positions resident in New York.
Overseeing the onboarding and orientation process for the office in conjunction with the Staff Recruitment team and the New York Human Resources Generalist.
Conducting office-specific orientation for new attorneys at all levels.
Managing employee relations and performance management issues in consultation with HR and, from time to time, the Office of General Counsel, including employee counseling, warnings, and terminations.
Maintaining a general understanding of market compensation data.
Leading the mid-year and year-end performance management, compensation, and bonus cycles for all local office professional staff.

Additional Responsibilities

Planning internal and external events, including budgeting, venue selection, set-up, contract negotiations, food and beverage, transportation, and other logistics.
Working closely with the New York Manager, User Experience, and Director, User Experience on day-to-day information technology issues in the New York office, functioning as an ambassador for technology changes.

Qualifications

Proven record of collaboration and team building.
Ability to successfully manage professional staff in a matrix management environment.
Solutions-oriented, ability to analyze complex management issues and present solutions.
Strong written and oral communication skills as well as interpersonal skills necessary to maintain effective relationships with attorneys, professional staff and clients.
Must be able to maintain confidentiality.

Experience

University Degree required.
At least ten (10) years of administration or managerial experience in a comparable role in a professional services environment. Prior law firm experience strongly preferred.
Prior experience in Human Resources including employee relations, basic state and federal labor law, compensation and performance management.
Experience with organizational change management. Ability to promote, support and serve as an ambassador for change within an organization.
Space and construction management experience required. Examples of relevant skills include workplace strategy, space planning, renovations in place, on-site management of build outs and office moves and restacks.
Experience partnering with architects, general contractors, consultants, etc.
Experience managing flexible work/hoteling office environments preferred.
Proficient in Microsoft Office suite. Familiarity with time entry, billing and accounting systems preferred.

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