Office Administrator

Davis Wright Tremaine LLP•Portland, OR

7d•Hybrid

About The Position

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for an Office Administrator to join our team in our Portland office. We offer a hybrid work engagement with two days o f remote work, and three days in-office. This is a director-level position responsible for the management of the office, including overall supervision of the administrative and support operations. The Office Administrator acts as a liaison between firm management and the office, setting a tone that is consistent with the goals and objectives of the firm. The Office Administrator shall assume responsibility for the management and administrative functions of the office, relieving the Partner-in-Charge of those duties whenever possible. At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled. On a typical day you will: Human Resources · In conjunction with firm-wide Human Resources department, administer all office human resources functions, including but not limited to: hiring, orientation, employee relations, performance reviews, salary adjustments, discipline and separation, as applicable · Determine appropriate staffing levels · Oversee secretarial assignments and facilitate resolution of work-flow issues · Act as ombudsman and facilitate resolution of human resources issues which may arise between staff and lawyers · Facilitate discussion of any issues of concern to lawyers and staff, act as liaison between lawyers and staff · In conjunction with the firm-wide Professional Development department, evaluate staff training needs and develop training programs as applicable Operations/Facilities · Oversee and act as final decision-maker on any facilities issues not involving the office lease (e.g. procurement of office supplies, services, furniture and equipment, special requests) · Maintain positive relationships with outside vendors and oversee contracts for various office services · Act as primary liaison with building management and assist other firm management involving issues of interpreting the office lease · Manage and plan expansion or office remodel projects Financial Management · Assist with yearly budgeting projections for the office · Monitor and manage office budget throughout the year, including controlling expenses appropriately and performing periodic variance analysis Office Administrative Tasks · Develop office operating policies and procedures as needed · Facilitate internal communications · Act as interface with firm-wide administration departments (e.g. accounting, human resources, systems, central records, marketing) and office · Act as ambassador for representing interests of the office with firm-wide management · Facilitate discussion of any issues of concern to lawyers and staff; act as liaison between lawyers and staff · Promote integration of office efforts with firm-wide efforts · Work closely with other DWT office administrators and firm-wide directors and managers to ensure delivery of quality services to the firm’s legal professionals · Other duties as needed Support to Partner-In-Charge · Work closely with Partner-in-Charge in planning and execution of office-related initiatives involving staff, attorneys and operations · Work closely with Partner-in-Charge on attorney recruiting efforts · Collaborate with Partner-in-Charge regarding resolution of issues involving staff or attorneys · Provide support with attorney programs or initiatives as requested

Requirements

5+ years’ experience in staff supervision and management in a professional services environment; law firm experience preferred
Demonstrated experience managing and decision-making for an administrative staff of over 5 employees
Bachelor's Degree or higher, or equivalent certification/experience
Thorough knowledge of all applicable state, local and federal laws
Demonstrated leadership in coaching, motivating and developing staff in a professional and collaborative manner
Excellent written and oral communication skills with all levels of a professional services organization
High degree of problem-solving skills; ability to handle highly-sensitive and confidential employee relations issues
Ability to anticipate potential conflict and reach satisfactory resolution
Experience with budget preparation and expenditure control

Responsibilities

In conjunction with firm-wide Human Resources department, administer all office human resources functions, including but not limited to: hiring, orientation, employee relations, performance reviews, salary adjustments, discipline and separation, as applicable
Determine appropriate staffing levels
Oversee secretarial assignments and facilitate resolution of work-flow issues
Act as ombudsman and facilitate resolution of human resources issues which may arise between staff and lawyers
Facilitate discussion of any issues of concern to lawyers and staff, act as liaison between lawyers and staff
In conjunction with the firm-wide Professional Development department, evaluate staff training needs and develop training programs as applicable
Oversee and act as final decision-maker on any facilities issues not involving the office lease (e.g. procurement of office supplies, services, furniture and equipment, special requests)
Maintain positive relationships with outside vendors and oversee contracts for various office services
Act as primary liaison with building management and assist other firm management involving issues of interpreting the office lease
Manage and plan expansion or office remodel projects
Assist with yearly budgeting projections for the office
Monitor and manage office budget throughout the year, including controlling expenses appropriately and performing periodic variance analysis
Develop office operating policies and procedures as needed
Facilitate internal communications
Act as interface with firm-wide administration departments (e.g. accounting, human resources, systems, central records, marketing) and office
Act as ambassador for representing interests of the office with firm-wide management
Facilitate discussion of any issues of concern to lawyers and staff; act as liaison between lawyers and staff
Promote integration of office efforts with firm-wide efforts
Work closely with other DWT office administrators and firm-wide directors and managers to ensure delivery of quality services to the firm’s legal professionals
Other duties as needed
Work closely with Partner-in-Charge in planning and execution of office-related initiatives involving staff, attorneys and operations
Work closely with Partner-in-Charge on attorney recruiting efforts
Collaborate with Partner-in-Charge regarding resolution of issues involving staff or attorneys
Provide support with attorney programs or initiatives as requested