Office Administrator

Wilson Sonsini•Austin, TX

11d•Onsite

About The Position

Wilson Sonsini is the premier legal advisor to technology, life sciences, and other growth enterprises worldwide. We represent companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, as well as the venture firms, private equity firms, and investment banks that finance and advise them. The firm has approximately 1,100 attorneys in 17 offices: 13 in the U.S., two in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow exceptional opportunities for professional achievement and career growth. The firm currently has an excellent opportunity for a highly motivated individual to oversee the operations in our Austin, Texas office. The Austin office currently has 35 attorneys and staff primarily in the corporate and litigation practice areas. You will be responsible for the daily operations and business functions of the office. The Office Administrator develops and maintains effective working relationships with attorneys and professionals across many departments and acts as liaison with management and department leads. This role manages, directs and influences office culture and operations to ensure an efficient, productive, and collaborative work environment. In addition, responsibilities include providing guidance, support, and performance oversight for Executive Assistants and reception to ensure consistent service delivery and alignment with firm standards.

Requirements

Three plus years of experience managing a department or office, preferably in a law firm environment.
Bachelor’s degree in Business Administration, Human Resources, or related field preferred.
Experience in administrative personnel management.
Ability to effectively communicate with employees at all levels.
Strong professional presence, excellent interpersonal and communication skills, problem-solving, leadership, and diplomacy skills to interact with lawyers, firm leadership, business professionals, and vendors on a regular basis.
Strong knowledge of Microsoft Office Suite.
Ability to analyze data and make sound business decisions.
Ability to work effectively in a fast-paced environment.

Responsibilities

Foster a professional, warm and welcoming office environment that promotes engagement, belonging, and successful integration of new employees.
Conduct new hire orientations and on-board both attorneys and staff.
Facilitate training and integration of new Executive Assistants and other direct reports.
Oversee executive assistant workflow to ensure balanced workloads, determine executive assistant attorney assignments, assess need for additional hiring.
Provide leadership and manage executive assistants and reception.
Conduct performance evaluations and make decisions on merit increases and annual bonuses.
Work with staff recruiting to facilitate executive assistant hires.
Lead regular individual and team meetings to provide information, coaching, development, and mentoring, fostering professional growth and engagement.
Identify training needs and coordinate development opportunities for the Executive Assistants and other direct reports.
Work with Human Resources to address performance issues, including drafting performance improvement plans and conducting performance meetings.
Plan office events (e.g., social mixers, holiday party, wellness events, employee appreciation week, etc.) and manage the events budget.
Collaborate with administrative teams to support marketing, business development and attorney recruiting events.
Facilitate Austin office community impact and DEI events.
Partner with property management and facilities management on the upkeep of the physical office environment, including lighting, cleaning, HVAC, appliances, furniture, and repairs.
Resolve property management and maintenance issues.
Participate in general firmwide initiatives, pilot programs, and technology rollouts impacting the administrative function.
Collaborate with Real Estate and Workplace Services team on logistics for construction planning, office moves, office reconfigurations, and other special projects, ensuring effective communication with stakeholders throughout.
Manage relationships with building management and local vendors.
Partner with administrative management on the effective delivery of in-office services, including IT equipment and support, office supplies, meals and catering, office security, business continuity, and safety programs.
Handle logistics of employee seat assignments, transfers to/from the office, internal office moves and the use of hoteling spaces and services by hybrid and visiting employees.
Work with marketing communications to maintain accurate and helpful information on the office’s intranet page.
Participate in initiatives to improve office operations and services, in particular, support services delivered to attorneys and clients by the office’s executive assistant team.
Oversee office services team working with the outsourced vendor that provides mailroom, copy services and hospitality support.
Serve as resource for all employees on administrative matters and general office and firm related topics.
Facilitate office wide communications pertaining to the local office, including communications from firm administrative departments.
Work with local IT tech to ensure excellent technical support for individual users and meetings.
Review, audit, and approve invoices and expense reimbursements.