Director of Administration

Gibson Dunn•Houston, TX

1d•$200,000 - $230,000•Onsite

About The Position

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision. Based in Houston, the Director of Administration will be responsible for managing the day-to-day administrative and operational functions of the Houston office. This position involves a hands-on approach, requiring active participation in the daily management of the office. The Houston Director of Administration will work very closely with all firmwide Chiefs and Directors to achieve both Houston office and firm objectives. This role will directly report to the Houston Partners-in-Charge and the Firm’s Chief Operating Officer.

Requirements

Excellent judgement and the ability navigate complex situations and make sound decisions while under pressure or impacted by other constraints.
Proven record of collaboration and team building.
Solutions-oriented, with the ability to address problems by gathering relevant information, formulating alternatives and building consensus around decisions.
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.
Ability to successfully manage professional staff in a matrix management environment.
University Degree required.
At least eight (8) years of administration or managerial experience in a comparable role in a professional services environment.
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.
Proficient in Microsoft Office suite.

Nice To Haves

Prior law firm experience strongly preferred.
Experience managing flexible work/hoteling office environments preferred.
Familiarity with time entry, billing and accounting systems preferred.

Responsibilities

Creating an environment that is reflective of Gibson’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 Houston 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 Houston office operations and facilities: mailroom, office supplies, office security, office maintenance, and office systems (HVAC, security, plumbing, electrical, etc.).
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.
Being responsible for all outside vendor relationships pertaining to office operations, ensuring cost-effective and high-quality services from all vendors.
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.
Partnering with the Manager of Legal Administrative Services to effectively drive all aspects of secretarial support services for the office, including but not limited to attorney assignments, skills assessments, training, performance management, and compensation.
Overseeing the day-to-day operations of the local office services/copy/catering/reception teams and fostering a customer service-focused environment for all staff.
Liaising with outside caterers to ensure the highest food quality at the best market prices.
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.
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. Including upcoming remodel of existing space and build-out of new contiguous space/floor.
Developing strong relationships with building property management office.
Overseeing the day-to-day utilization of client-facing conference rooms, working with the Office Services Manager, Office Assistant, and Reception team to prioritize reservation requests.
Working closely with the Chief Human Resources Officer and the Associate Directors, Human Resources.
Overseeing the recruitment cycle for all local office staff, liaising with Global Services hiring managers on positions resident in Houston.
Overseeing the onboarding and orientation process for the office in conjunction with the Staff Recruitment team.
Conducting office-specific orientation for new attorneys at all levels.
Managing local 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.
Planning internal and external events, including budgeting, venue selection, set-up, contract negotiations, food and beverage, transportation, and other logistics.
Working closely with the IT team leadership on day-to-day information technology issues in the Houston office, functioning as an ambassador for technology changes.