Regional Office Administrator

Akin•Los Angeles, CA

3d•$175,000 - $240,000

About The Position

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Regional Office Administrator to support the Los Angeles, Irvine and San Francisco offices. This role will be based out of the Los Angeles office and report to the Senior Director of Operations–U.S. and the Office Partners in Charge, overseeing the day-to-day operations across multiple offices. This role drives collaboration, operational efficiency, and alignment with firm-wide initiatives, policies, and goals. As a key operational leader, the Regional Office Administrator partners with the Business Services team, lawyers, and staff to ensure cohesive office management and effective execution of practice and firm objectives. The Administrator also serves as a catalyst for change, anticipating and responding to evolving practice needs with innovative and practical solutions. Committed to service excellence, the Regional Office Administrator fosters a positive, high-performing culture by modeling professionalism, teamwork, and adaptability. The Administrator ensures smooth, cost-effective operations, supports continuous improvement, and upholds the Firm’s Core Values in all aspects of office management.

Requirements

Bachelor’s degree required; an advanced degree and/or significant work experience in the legal industry is an asset
Minimum of 6 years of related experience managing and leading teams, preferably in a law firm or other professional services organization
Thorough knowledge of MS Office applications including Word, Outlook and Excel
Excellent interpersonal skills required including strong oral and written communication skills, including the ability to communicate potentially detailed and complex information to others
Aptitude and willingness to work with complex procedures
Strong organizational skills and attention to detail
Significant managerial experience in a fast-paced, changing environment essential
Ability to manage multiple priorities and adjust to changing priorities in a professional manner
Ability to work independently and with a team
Strong commitment to excellence in customer service
Self-starter who is collaborative, enthusiastic, and a team player
Willingness and ability to assume new tasks and responsibilities
Commitment to maintain confidentiality of employee, office, firm and client information and adhering to the Firm’s Core Values
Ability to address all work with a positive and “can do” approach
Commitment to professional growth and development for self and the business services professionals and staff

Responsibilities

Oversee office operations, and supervise guest services/reception, conference services, office services and either directly or through a secretarial supervisor or manager, manage the secretarial staff of the office, ensuring needs are met and balanced against firmwide expectations and standards.
Oversee the managers, supervisors and coordinators for the above departments ensuring effective execution of their duties.
Ensure that high quality business services professionals are working efficiently and effectively to support the legal practice within all assigned offices, and that staffing ratios are appropriate and efficient.
Manage third party vendor relationships, as required.
Oversee operational issues as they arise and ensure that such issues are resolved appropriately, efficiently and cost effectively.
Work with the Senior Director of Operations – US and coordinate departmental practices, procedures, and new implementations, ensuring understanding of and compliance with firmwide and office policies and legal obligations.
Support and implement local deployment of firmwide initiatives.
Implement and ensure compliance with firm standards of excellence and high levels of customer service and provide staff with an understanding of future expectations and initiate changes needed to meet them.
In conjunction with the Senior Director of Operations – US, prepare and monitor office operating and capital budgets for all assigned offices.
Review expenses to ensure compliance with budget and notify Senior Director of Operations – US of potential variances.
Manage contractual relationship with vendors providing cost-effective goods and services to the office(s).
Negotiate with vendors, initiate bid procedures per firm protocols and obtain appropriate approvals for contracts in advance, including consulting with the Senior Director of Operations – US and GC’s office, as appropriate.
Work with the Senior Director of Operations – US on any issues with the landlord and subtenants; approve and process rent and other office operations invoices.
Manage office assignments, moves and furnishings in partnership with Office Services Manager and support from the Office Services staff.
Work with the Senior Director of Operations – US on construction and renovation projects, as necessary, and support on the ground activities of same from inception through completion.
Oversee office facilities and ensure the office is maintained in a suitable manner and problems which arise are addressed appropriately and in a timely fashion.
Ensure adequate fire/emergency disaster plans and necessary security procedures are in place and appropriately communicated to all office personnel.
Ensure appropriate emergency medical equipment such as AED’s and fire extinguishers are maintained, inspected and in working order. Also implement CPR certification training to ensure appropriate levels of CPR support are available in the office based on local regulations.
Ensure strong and effective secretarial support is available to the lawyers in all assigned offices and work closely with the Secretarial Manager (if one is in place) as needed, on assignments and obtain lawyer feedback to ensure and achieve excellence in support.
Ensure effective use of resources and share resources across geographies as needed to balance workloads.
Partner with the Senior Director of Operations – US and the Information Technology department to support the firm’s overall technology program and ensure adherence to firm policies.
Manage the office/seat assignment platform – Eptura and be proficient with other technology platforms used by your assigned teams including but not limited to EMS and the Lenel security system.
Work with the Human Resources department and other managers to coordinate recruitment of business services professionals and staff for the office.
Work with the Human Resources department to coordinate orientation and introduction of new lawyers and business services staff within the office.
Support the development and execution of training programs for managers, and business services staff, as well as assisting, as needed, with training opportunities for the firm’s lawyers and other legal personnel that are provided by the firmwide Professional Development team.
Maintain a professional manner at all times, contributing to the constructive resolution of conflicts within workgroups and as workgroups relate to others in the office or firm.
Promote teamwork within the office.
Resolve human resources issues in a timely and appropriate manner, consulting with Senior Director of Operations – US, the Firm’s Director of Human Resources – US or Chief Talent Officer, firmwide business professionals and involving the Partner in Charge, Practice Leader(s), appropriate lawyers, and others as necessary and appropriate.
Work with the Senior Director of Operations – US regarding approval of new hires and with the Chief Talent Officer and Director of Human Resources – US on any performance counseling or needed terminations of employment.
Notify the Senior Director of Operations – US of any employee or other issues and suggest solutions.
In conjunction with the Senior Director of Operations – US, develop short and long-term plans and goals for office operations and support of the lawyers within the office(s).
Travel to San Francisco and Irvine on a monthly basis, or as needed to resolve issues and ensure effective operations.
Assist with firmwide projects, as assigned.
Other duties, as requested.