Senior Manager of Office Administration

Ropes & Gray • San Francisco, CA

5d • Hybrid

About The Position

Reporting to the Global Administrative Services Officer, the Senior Manager of Office Administration provides strategic vision and management for the West Coast (SF/SV) and Asia (HK, SHA, TOK, SEO) office administration teams. This position ensures alignment between firm-wide strategies and policies and individual office needs. This position also promotes a high level of quality from the office administration team while supporting all members in prioritization, problem solving, and strategic decision making capabilities.
The ideal candidate will work closely with the firm’s administrative departments as a trusted advisor to foster a “one firm” approach and to encourage adherence to firm wide administrative policies and practices. This position also work closely with the Director of Administrative Support to drive the “proactive assistant” program with Legal Executive Assistants.

Requirements

• Bachelor’s Degree
• 15+ years of progressively more responsible management experience
• Experience working with International offices
• Proven experience leading organization change
• Exceptional communication, interpersonal and presentation skills
• Demonstrated ability to create and execute against business plans
• Excellent organization, time management, problem solving and analytical skills
• Knowledge and skills relating to conflict management techniques
• Ability to model and create an environment conducive to the values of collegiality and teamwork

Responsibilities

• Provides day-to-day oversight of the San Francisco and Silicon Valley offices.
• Represents the office to firm-wide department management and provides point of contact for communication and coordination.
• Manages and conducts orientation of new business support. Coordinates with Legal Recruiting department to support new associate programs and lateral associate and partner onboarding.
• Partners with the Office Managing Partner to support the office strategic plan.
• Acts as role model for innovation. Coaches and motivates employees to look for ways to perform their work more efficiently while providing high quality service levels to support team members and attorneys
• Develops an understanding of local office cultures and establishes a working relationship with respective Office Managing Partners
• Provides strategic and tactical guidance for firm-wide Office Administrators
• Aligns with Director of Administration Support to execute strategy for Legal Executive Assistants/Secretaries
• Collaborates with Office Administrators to define annual goals and local office initiatives
• Develops and implements office operating policies and procedures as needed. Maintains a centralized repository for best practice documentation that is shared across the team
• Fosters consistent use of best practices across offices, and promotes a spirit of continuous process improvement with Office Administrative team
• In collaboration with Human Resources team, administers office human resources functions, including but not limited to; hiring, orientation, employee relations, performance reviews, salary adjustments, discipline and separation from employment
• Stays abreast of current and pending federal, state and local employment laws and market trends
• Monitors and manages budget throughout the year, including controlling expenses appropriately and performing periodic variance analysis
• Hosts fun and creative social events to increase engagement, strengthen relationships, and maintain office morale.
• Collaborates with Conference Services and Events team to support office-wide events (staff appreciation, holiday party, etc.) as well as other internal and client meetings/events.
• Initiates, organizes, facilitates and participates in community service efforts sponsored by the firm or local office.
• Negotiates with firm’s contractors and vendors. Manages and supervises all contractors and vendors.
• Conducts regular reviews of vendors and contracts in place to ensure proper service levels are realized. Recommends changes and ensures smooth transition to new vendors as necessary.
• Recommends partner, associate, paralegal and other business support office assignments to the Office Managing Partner.
• Plans and executes all internal office moves to ensure minimum disruption to the operational working of the firm.
• Interfaces with property manager for day to day building services issues.
• Local subject matter expert and local lead for office build-outs and/or move activity. Coordinates with local vendors and other firm personnel to execute against plans.
• Works with firm-wide operations managers to ensure that all operations’ Infonet pages are up-to-date, particularly with respect to local office page, business continuity and emergency procedures.
• Ensures the security of the firm’s buildings and estate.
• Monitors leasing and any sublease arrangements and responds to subtenant requests; coordinates tenant improvement construction projects.
• Maintains proper financial controls, contributes to planning the annual budget in collaboration with Office Managing Partner and Global Administrative Services Officer.
• Works with the Manager of Business Continuity to develop, maintain and communicate the local office particulars of all business continuation plans for emergencies, disasters or pandemics. Plans and supervises emergency evacuation drills and CPR/AED training for business support.
• Implements an environmental policy for the office.
• Addresses the health and safety of the office, and implements a Health & Safety policy ensuring the firm is compliant with all relevant law & regulations.
• Collaborates with firm-wide administrative and management teams in the oversight of support team members including IT, office support services, reception, and other departments
• Works with office administrators to develop and manage individual office managing partner budgets. Prepares annual budget recommendations and manages overall office administration budget. Identifies and implements cost control policies and procedures
• Works with legal recruiting to support summer associate program and OCI
• Participates in firm-wide project committees as requested

Benefits

• Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Number of Employees: 1,001-5,000 employees