Job Description

This is an exciting opportunity to work for one of the top law firms in the U.S. We are looking for an enthusiastic administrative professional to join our team in Portland.   This position is responsible for the management of the Portland office with approximately 75 attorneys and 40 staff, including overall supervision of the administrative and support operations. The Office Administrator acts as a liaison between firm management and the office, setting a tone that is consistent with the goals and objectives of the firm. The Office Administrator shall assume responsibility for the management and administrative functions of the office, relieving the Partner-in-Charge of those duties whenever possible.

Job Duties & Responsibilities:
Human Resources

  • Management of day to day operations of the Portland office; responsibility for secretarial and office services staff supervisors.
  • Oversees staff development and training programs.
  • Act as a role model for innovation.  Coach and motivate employees to look for ways to perform their work more efficiently while providing high quality service levels to attorneys.
  • In conjunction with firm-wide Human Resources department, administer all Portland office human resources functions, including but not limited to:  hiring, orientation, employee relations, performance reviews, salary adjustments, discipline, and separation from employment.
  • In conjunction with firm-wide Human Resources department, act as ombudsman and facilitate resolution of human resources issues that may arise between staff and lawyers.
  • Facilitate discussion of any issues of concern to lawyers and staff; act as liaison between lawyers and staff.
  • Stay abreast of current and pending federal, state and local employment laws and market trends.
  • In collaboration with firm-wide Professional Development, evaluate staff training needs and develop training programs as applicable.
Operations/Facilities:
  • Oversee and act as final decision-maker on any facilities issues not involving the office lease (e.g. procurement of office supplies, services, furniture and equipment, special requests).
  • Maintain positive relationships with local outside vendors and oversee contracts for various office services.
  • Manage and plan office relocation or office remodel projects.
Financial Management:
  • Prepare annual expense budget for Portland office.
  • Monitor and manage office budget throughout the year, including controlling expenses appropriately and performing periodic variance analysis.
Office Administrative Tasks:
  • Develop office operating policies and procedures as needed.
  • Facilitate internal communications.
  • Laisse with firm-wide administration departments (e.g. accounting, human resources, information technology, central records) and PG Managers.
  • Act as ambassador for representing interests of the office with firm-wide management.
  • Facilitate discussion of any issues of concern to lawyers and staff; act as liaison between lawyers and staff.
  • Promote integration of office efforts with firm-wide efforts.
  • Oversee organization of office functions and social gatherings.
  • Work closely with other DWT office administrators and firm-wide directors and managers to ensure delivery of quality services to the firm’s legal professionals.
  • Participate in firm-wide project management and/or firm-wide committees as requested.
  • Other duties as needed.
Support to Portland Partner-In-Charge:
  • Work closely with Portland Partner-in-Charge in planning and execution of office-related initiatives involving staff, attorneys and operations.
  • Collaborate with Portland Partner-in-Charge regarding resolution of issues involving staff or attorneys.
  • Provide support with attorney programs or initiatives as requested
Qualifications:
  • 5+ years’ experience in staff supervision and management in a professional services environment; law firm experience preferred.
  • Bachelor’s degree or higher or equivalent certification/experience.
  • Demonstrated management skills in finance, human resources, operations/facilities, change initiatives, and strategic planning.
  • Demonstrated knowledge of Microsoft suite of products, including Word, Excel and PowerPoint.
  • Knowledge of all applicable state, local and federal employment laws.
  • Excellent written and oral communication.
  • High degree of problem-solving skills; ability to handle highly-sensitive and confidential employee relations issues.
  • Proven ability to maintain a high level of confidentiality.
  • Ability to anticipate potential conflict and reach satisfactory resolution.
  • Demonstrated experience in managing and decision-making for an administrative staff of over 30 employees.
  • Demonstrated leadership in coaching, motivating and developing staff in a professional and collaborative manner.
  • Demonstrated ability to drive innovation and change while enhancing employee productivity and work ethic.
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Application Instructions

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