Administrative Manager

Freeman, Mathis & Gary Law•Chicago, IL

29d•Onsite

About The Position

Freeman Mathis and Gary, LLP is a rapidly growing, national specialty litigation firm seeking an Administrative Manager in our Chicago office. The Administrative Manager will supervise a group of legal support staff as well as provide support for office operations in the Chicago Office. The position provides leadership to personnel supporting the attorneys of the Firm. The primary purpose is to ensure all attorneys have the necessary assistance and suitable physical work environment for the practice of law. The following set of success factors describe the characteristics of those who are successful in our Firm: Helpful, Congenial, Personable, Positive Unpretentious, Approachable, Respectful, Team Oriented Organized, Timely, Confidential, Responsive (within 24 hours) Accountable, Takes Ownership, Corrects Mistakes Adept and Creative Problem Solver

Requirements

High School Diploma required.
Minimum 3-5 years’ experience in a management/supervisory role in a professional service setting.
Ability to work independently with little to no supervision and perform in a fast-paced, dynamic work environment.
Determination and desire to drive continuous improvement of operations.
Ability to communicate effectively with all levels of management.
Ability to work with sensitive information while maintaining confidentiality.
Ability to multi-task, prioritize and work under tight deadlines.
Excellent organizational skills for optimal workflow and efficiency.
Excellent time management, interpersonal and communication skills.
Adaptable to changing priorities and work demands.
Pro-active, follows through with minimum direction, and displays initiative.
Exhibits a positive attitude and has confidence.

Nice To Haves

Bachelor’s degree in business administration, management, or related field preferred.

Responsibilities

Supervise legal assistants, receptionist, office supervisor/coordinator, and interns.
Monitor and coordinate legal assistant/attorney staffing ratios and workflow.
Manage timekeeping of direct reports by reviewing and approving weekly timecards, PTO requests, monitoring and managing hours, breaks and overtime requests.
Assess staff performance, provide coaching/guidance and address performance issues when needed, conduct annual performance reviews of direct reports in collaboration with Regional Administrative Manager.
Understand and able to perform basic employee relations.
Collaborate with Regional Administrative Manager to recruit, interview and hire legal support staff: review/vet resumes, conduct and coordinate interviews, and obtain final approval for hiring.
Employee onboarding duties (determine office seating, ensure office services and IT have set up office/workstation and created required User accounts) and offboarding duties.
Collaborate with Regional Administrative Manager on the development and implementation of training for assigned staff.
Ensure the Chicago office is functional, safe, and adequately stocked with necessary supplies.
Interact with property managers and manage vendors in support of office operations.
Plan, schedule and promote office events (e.g. monthly breakfasts, happy hours, holiday parties, staff meetings, partnership meetings).
Other administrative duties and projects as requested