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Fitter

Akin Gump Strauss Hauer & Feld LLP

Fitter

San Francisco, CA
Full Time
Paid
  • Responsibilities

    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 an Office Administrator for our San Francisco office under the direction and supervision  of the office Partner in Charge and the Director of Operations-U.S..

    The Office Administrator is responsible for oversight and management of all day-to-day office operations. The Office Administrator serves as a catalyst for implementing change in response to evolving practice needs, ensures local office collaboration on firm-wide projects, goals, policies and procedures, and contributes to cost-effective management. The Office Administrator is expected to demonstrate initiative and work closely with the Business Services Team, lawyers and support staff in ensuring that office, practice, and firm goals are met. The Office Administrator is expected to serve as a positive model for the staff and an ambassador with the lawyers, and to lead by example. The Office Administrator is expected to perform all responsibilities with a commitment to providing superior service to the firm’s lawyers and clients, ensure efficient and effective departmental operations, and an atmosphere of teamwork and continuous improvement. 

    KEY RESPONSIBILITIES OF THIS POSITION INCLUDE: 

    _DAY TO DAY OVERSIGHT: _

    • Oversee office operations, and supervise reception, conference services, office services and either directly or through a secretarial supervisor, manage the secretarial staff of the office, ensuring needs are met and balanced against firm-wide expectations and standards.
    • Ensure that high quality business services professionals are working efficiently and effectively to support the legal practice within the office, and that staffing ratios are appropriate and efficient.
    • Oversee operational issues as they arise, and ensure that such issues are resolved appropriately and effectively.
    • Work with the Director of Operations–US and coordinate departmental practices, procedures, and new implementations, ensuring understanding of and compliance with firm-wide and office policies and legal obligations. Support and implement local deployment of firm-wide initiatives.
    • Implement standards of excellence and customer service and provide staff with an understanding of future expectations and initiate changes needed to meet them.

     

    FINANCIAL OVERSIGHT:

    • In conjunction with the Director of Operations–US, prepare and monitor office operating and capital budgets.
    • Manage contractual relationship with vendors providing goods and services to the office(s). Negotiate with vendors and initiate bid procedures, as appropriate.

     

    FACILITIES OVERSIGHT:

    • Work with the Director of Operations –US on any issues with the landlord and subtenants; consult firm lawyers and/or firm consultants on lease negotiations and review same; approve rent and other office operations bills.
    • Manage office assignments and furnishings.
    • Work with the Director of Operations–US on construction and renovation projects, as necessary, and oversee daily 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.

     

    LEGAL PRACTICE OVERSIGHT:

    • Ensure adequate and effective secretarial support is available to the lawyers as needed.

     

    TECHNOLOGY OVERSIGHT:

    • Support the Director of Operations and the Information Technology department to support the firm’s overall technology program and ensure adherence to firm policies.

     

    HUMAN RESOURCES OVERSIGHT:

    • Work with the Human Resources department to coordinate recruitment of business services professionals 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 training programs for managers, paralegals, and business services staff, as well as training opportunities for the firm’s lawyers, and ensure that such firm programs are rolled out appropriately within the office(s).
    • 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 the Local Human Resources Manager, Firm’s Director of Human Resources, firm-wide business professionals and involving the Partner in Charge, Practice Leader(s), appropriate lawyers, and others as necessary and appropriate.
    • Work with the Firm’s Director of Talent Management regarding approval of new hires, and with the Human Resources Director-US for any needed terminations of employment.
    • Notify the Director of Operations–US of any employee or other issues and suggest solutions.

     

    SHORT AND LONG-TERM PLANNING:

    • In conjunction with the Director of Operations–US, develop short and long-term plans and goals for office operations and support of the lawyers within the office(s).

      

    QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS & ABILITIES): 

    • Bachelor’s degree required; an advanced degree and/or significant work experience in the legal industry is an asset
    • 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 and/or oversight experience in a fast-pace, 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 customer service
    • Self-starter who is collaborative-oriented 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
    • Commitment to professional growth and development

    AKIN GUMP STRAUSS HAUER & FELD LLP PARTICIPATES IN E-VERIFY FOR PURPOSES OF VERIFYING EMPLOYMENT ELIGIBILITY 

    Required Skills Required Experience

  • Qualifications

     

    KEY ACTIVITIES

    LEADERSHIP:

    • Recruits and selects personnel for area of responsibility following MSF policies, procedures and guidelines and all applicable state and federal laws, rules and regulations.

    • Evaluates workload and determines distribution of duties and responsibilities

    • Coaches, mentors and evaluates direct reports.

    • Ensures that performance standards are consistently met.

    • Monitors quantity and quality of work performance.

    • Assesses performance and provides feedback, evaluation, follow-up training as necessary

    • Recognizes, discusses and rewards performance throughout the year.

    • Employs MSF’s progressive performance improvement process as necessary.

    • Creates and sustains healthy environment reflecting teamwork, cooperation, mutual recognition and individual and shared accomplishment in serving internal and external customers.

    • Complies with all MSF policies, procedures and guidelines and state and federal laws, rules and regulations in the practice of supervising, managing and leading people.

     

    PROJECT GOVERNANCE, PROGRAM, AND PROJECT MANAGEMENT:

    • For both project governance and IT/ESPM department programs management:

    • Facilitate organizational project management and project success with objective tools, standard processes, appropriate measures/follow-up and specialized support.

    • Provide useful and informative communication to the president/CEO and executive team on relevant topics and focus areas for the company.

    • Provide regular updates to Board of Directors at board meetings.

    • Effectively communicate project deliverables, risks, and issues to president/CEO and executive team.

    • Project management of corporate, business or IT/ESPM department projects.

    • Collaborate across the organization to achieve business results.

     

    IT/ESPM OPERATIONAL MANAGEMENT:

    • Develop, manage and improve IT/ESPM operational processes including plans & controls and ESPM department budgets, IT/ESPM strategic planning, IT/ESPM department budget, IT/ESPM STAR, IT/ESPM audit controls and IT/ESPM projects and operational review.

    • Project management of IT/ESPM projects.

     

    CORPORATE PLANNING:

    • Ensure the successful execution (actual project outcomes) of MSF business plans through effective tracking, reporting tools and influence management with leadership, sponsors and project managers.

    • Facilitate and coordinate the strategic planning and annual business planning processes for MSF Executive Team

    • Document and track corporate Key Success Measures (KSM) using available data analytic tools

    • Facilitate data driven decision making and ongoing monitoring of complex business issues using available data analytic tools

    • Present and report on status of business plan commitments to Board of Directors, executive team, business leaders and employees.