Regional Administrative Manager

Freeman Mathis and Gary, LLP•Chicago, IL

7d•$120,000 - $155,000•Onsite

About The Position

Freeman Mathis & Gary, LLP is a nationally recognized Am Law 200 law firm with over 500 attorneys serving clients in 40 offices and 22 states. The firm is seeking a Regional Administrative Manager for its Chicago, Illinois; Nashville, Tennessee; or Lexington, Kentucky office. The role supervises legal support staff and supports operations at assigned office locations, providing leadership to personnel who support the firm’s attorneys. Its primary purpose is to ensure attorneys have the assistance and physical work environment necessary for the practice of law. The role oversees staffing, workflow, employee performance, hiring, onboarding and offboarding, and staff training. It partners with business leaders and firmwide directors and managers to address needs and implement or improve policies and procedures. The manager also supports safe, functional offices, vendor and property-management relationships, office events, and budget preparation. Some travel is required. The firm describes successful employees as helpful, congenial, personable, positive, approachable, respectful, team-oriented, accountable, organized, timely, confidential, and responsive. The position is subject to the firm’s drug-free workplace policy, including a pre-employment drug screen and possible reasonable-suspicion testing under firm policies.

Requirements

At least 5 years of experience in a management or supervisory role in a professional services setting.
Ability to work independently with little to no supervision in a fast-paced, dynamic environment.
Ability and desire to drive continuous improvement of operations.
Ability to communicate effectively with all levels of management.
Ability to handle sensitive information while maintaining confidentiality.
Ability to multitask, prioritize, and work under tight deadlines.
Excellent organizational skills to support effective workflow and efficiency.
Excellent time-management, interpersonal, and communication skills.
Adaptability to changing priorities and work demands.
Proactive approach, follow-through with minimal direction, and initiative.
Positive attitude and confidence.

Nice To Haves

Bachelor’s degree in business administration, management, or a related field.
Proficiency with MS Office.
Strong Excel skills.
DocuSign skills.

Responsibilities

Supervise Administrative Managers, legal assistants, receptionists, office coordinators and supervisors, administrative assistants, and interns.
Monitor and coordinate legal assistant-to-attorney staffing ratios and workflow.
Review and approve direct reports’ weekly timecards and PTO requests, and monitor and manage hours, breaks, and overtime requests.
Assess staff performance, provide coaching and guidance, address performance issues, and conduct annual performance reviews of direct reports.
Handle basic employee relations.
Recruit, interview, and hire staff, including reviewing and vetting resumes, conducting and coordinating interviews, and obtaining final hiring approval.
Manage employee onboarding, including determining office seating and ensuring office services and IT set up workstations and required user accounts; manage offboarding duties.
Partner with business leaders to ensure the needs of different departments are met.
Collaborate on developing and implementing training for assigned staff.
Work with firmwide directors and managers to implement and improve firm policies and procedures.
Ensure offices are 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, including breakfasts, social events, holiday parties, staff meetings, and partnership meetings.
Monitor costs and expenses to assist with budget preparation.
Travel as required and perform other duties as assigned.