Office Administrator 

Our client, a reputable Global Law Firm is seeking an Office Administrator for their Silicon Valley office. This is a senior leadership position which reports directly to the Managing Director for Global Operations and Real Estate. The successful candidate will be responsible for providing the day-to-day management of and long-term strategic planning for all of the administrative functions for the SV office, including Human Resources, Operations and Facilities, Administrative and Paralegal support, Financial Planning, and Staff Recruiting.

In this role, you will be responsible for: Leadership

• Establish a leadership presence that embodies our Firm’s Service Excellence Standards, incorporating change management as part of the forward thinking culture of the office.
• Embrace, support and drive innovation and change in accordance with industry and firm initiatives.
• Collaborate with senior leadership colleagues on firmwide initiatives aimed at the continuous pursuit of delivering on firm’s brand promise to help our clients achieve their most important business goals.
• Support projects and programs in the office to include IT projects, HR and client events, etc. Participate in and/or lead focus groups in facilitating rollouts.
• Actively team with the Office Head and Managing Director for Global Operations and Real Estate regarding the state of the office in a collaborative and strategic manner.

Human Resources

• Create an environment which promotes high morale and encourages staff productivity, efficiency and motivation.
• Provide HR management on recurring events to include secretarial assignments, new employee orientation, performance evaluations, and compensation planning processes for staff.
• Deliver consistent and timely direction and leadership to staff on projects and assignments.
• Conduct regular staff and administrative meetings.
• Oversee the office’s staff recruiting efforts to identify and hire top-tier candidates that will directly contribute to the Firm’s growth and business development goals.

Operations and Facilities

• Direct, manage and oversee the daily operations of the office to ensure efficient delivery of services to all personnel.
• Collaborate on space planning to include layout, plan review, construction RFPs and construction management. Work with firmwide departments regarding the purchase of office furniture, furnishings and equipment as necessary. May serve as liaison to building management and engineering.
• Partner with operations management to monitor outsourced services such as mail/copy/fax, and assure that service needs are met.

Administrative and Paralegal Support

• Oversee a team of seven (7) Assistants to ensure the delivery of timely, high quality administrative services to our attorneys and staff.
• Maintain and actively manage headcount, identifying opportunities to improve efficiency while maintaining service levels.

Financial Planning

• Prepare, analyze and maintain accurate operating and capital budgets for all areas of responsibility.
• Review budgets, invoices, vendor payments, etc., on a regular basis to ensure adherence to budget and prepare variance analyses and explanations when necessary.
• Partner with the Office Head for practice management responsibilities.
• Lead the efforts towards appropriate expense management throughout the office

Job Requirements:

• Bachelor’s degree required; Master's a plus
• 5+ years’ experience as an Office Administrator or senior-level business manager, preferably in a legal or professional services firm.
• Demonstrated track record of progressive human resources or administrative management success with growing organizations.
• Proven leadership and management skills and a demonstrated ability to successfully implement ideas and positively impact change.
• Experience with facilities management to include design, construction, contract negotiations and project management a plus.
• Knowledge of basic accounting principles, to include budget management, required.
• Strong communication (written and verbal), problem solving, leadership and diplomacy skills that allow for successful interactions with attorneys, staff and vendors on a regular basis.
• Strong relationship and team-building skills.
• Excellent organizational and project management skills.
• Ability to make sound business decisions.
• Working knowledge of Microsoft Office Suite.