Office Administrator

Norton Rose Fulbright - Chicago, IL

Full-time - Mid Level

Chicago, IL

Professional, Scientific, and Technical Services

About the position

The Office Administrator will oversee the day-to-day operations of the Chicago office of a global law firm, ensuring that administrative operations run smoothly to allow lawyers to focus on their practice. This role requires strong leadership and management skills, as well as the ability to coordinate various office functions and support personnel effectively.

Responsibilities

• Management of on-site support including office services (mail, reproduction and digital services, reception and conference services departments)
• Management of space maintenance, planning and security; liaise with building management regarding day-to-day issues
• Responsible for health and safety within office; leader of office Crisis Team
• Implements policies and strategic goals/programs
• Establish and maintain successful working relationships with practice leadership, attorneys, and administrative leadership
• Work closely with recruiting to hire administrative support and legal support personnel (LSP)
• Assess LSP skillset and provide resources and training for areas that require development
• Monitor and approve timecards, overtime, and PTO for LSP under supervision
• Coordinate vacation requests and arrange for coverage during absences
• Conduct regular performance reviews and provide constructive feedback
• Drive annual evaluation process for LSP, compile feedback from attorneys, and hold productive feedback meetings
• Address personnel issues in conjunction with Human Resources
• Vendor coordination and contract facilitation including national procurement and local vendor contracts
• Prepare and monitor the office administrative operations budget
• Assist with partner meetings, including scheduling, agendas, and general coordination
• Plan, organize and coordinate office events, conferences, CLE seminars and related activities
• Coordinate events related to the firm's sporting, arts, and theater tickets/suites for the local office
• Handle the local office's community relations and charitable giving programs
• Approve expenses and semi-monthly reimbursements for the local office
• Actively participate in ad hoc working groups for national operational initiatives
• Stay knowledgeable of the latest trends and developments in the legal support industry
• Proactively identify the need for national and local operational improvements

Requirements

• Bachelor's degree preferred
• Prior law firm or professional services experience
• Minimum ten years of work experience and at least five years of supervisory experience
• Ability to work discreetly with confidential information and situations
• Ability to quickly identify and analyze issues and problems; recommend and implement solutions
• Excellent verbal and written communication skills
• A self-starter with a high energy level and do what it takes attitude
• Ability to multi-task with excellent organizational skills
• Ability to respond calmly, efficiently, and effectively in stressful situations

Nice-to-haves

• Experience in legal support industry
• Knowledge of health and safety regulations
• Experience with budget management
• Familiarity with community relations and charitable giving programs

Benefits

• 401(k)
• Dental insurance
• Disability insurance
• Flexible spending account
• Health insurance
• Paid parental leave
• Paid time off