Director Of Administration Jobs

ABOUT JENNER & BLOCK

Jenner & Block (www.jenner.com) is a law firm with global reach, with more than 500 lawyers and offices in Chicago, London, Los Angeles, New York, San Francisco, and Washington D.C. The firm is known for its prominent and successful litigation practice and experience handling sophisticated and high-profile corporate transactions. Firm clients include Fortune 100 companies, large privately held corporations, financial services institutions, emerging companies and venture capital and private equity investors. The American Lawyer magazine has ranked Jenner & Block as the #1 pro bono firm in the United States 10 times, most recently in 2019. The firm has been ranked in the top 10 in this category every year since 1990.

OVERVIEW

Reporting to the Chief Administrative Officer, with a dotted line to the local Office Managing Partner, the Director of Administration (DoA) is a member of the administrative leadership team responsible for managing the day-to-day operations of the Los Angeles (LA) and San Francisco (SF) offices. The DoA actively manages projects, develops local and firmwide processes, and furthers firmwide initiatives. The DoA is responsible for providing high quality administrative services and support to the LA and SF offices in an efficient and cost-effective manner.

The DoA directs a team that is directly responsible for the support for the LA and SF offices in the following areas, including but not limited to: Assistant Support, Office Services, Facilities, Hospitality, and Reception. The DoA is responsible for recruiting, training, workflow, monitoring assignments, performance, and performance reviews for these teams. The DoA collaborates with all firmwide support departments to ensure support of the LA and SF offices.

JOB RESPONSIBILITIES

Manage the day-to-day administration of office operations, business functions, financial transactions and budgeting for the LA and SF offices, including but not limited to the following:

Staff Management and Development

• Develop and manage staff to ensure quality and a consistent level of service.
• Manage all support staff functions including Legal/Practice/Executive Assistants, Office Services, Facilities, Hospitality, Reception, and local operations in coordination with the appropriate firmwide departments and their department leadership.
• Assist with coordinating staff recruiting efforts, including on-boarding, support and general assimilation of new personnel into the LA and SF offices.
• Monitor all staff for performance, attendance, responsiveness, and client service commitment, and work collaboratively with the HR Department to initiate disciplinary actions, as required, and conduct performance reviews on a timely basis.

Finance, Facilities, Operations, and IT

• Develop a staffing plan and budget for each office consistent with firm objectives and operational requirements.
• Manage facilities and work with CAO and Real Estate Partner to handle lease administration, bidding and construction, and overall contract administration for maintenance and repairs.
• Work with CAO and Real Estate Partner to oversee and coordinate vendor lease negotiations, relocation and/or office improvements.
• Work collaboratively with the Finance Department to manage local financial operations, including processing of local expenses, implementation, and maintenance of internal controls.
• Work with the CAO and Procurement Manager to establish competitively priced vendor relationships.
• Ensure monthly operational expense performance meets budgets.
• Work collaboratively with the IT Department to ensure daily IT operations and support is in place and functioning appropriately.

Safe and Positive Work Environment

• Coordinate client and visitor access and support including the identification of appropriate meeting room space, catering services and implementation of necessary security protocols.
• Ensure safe and secure work environment in compliance with health and safety regulations.
• Liaise with marketing to provide client events and other marketing support as requested.
• Facilitate compliance and personnel education for harassment and anti-discrimination policies and support diversity initiatives.
• Develop engagement strategies by hosting local social events, holiday parties, and other programs to foster a cohesive culture for attorneys and support teams.

EDUCATION, EXPERIENCE, AND SKILLS REQUIREMENTS

The successful candidate will have an undergraduate degree, with a minimum of 5+ years of office management experience in a law firm or other professional services organization. The candidate must demonstrate an overall enthusiasm and excitement about building a diverse and inclusive team capable of delivering quality service and support for our personnel and client base. This candidate must also be a proven leader capable of motivating, developing, and driving performance through their team with an ability to communicate effectively regardless of the audience.

• Demonstrated leadership and organizational skills.
• Five + years of office management experience preferably in a law firm or professional services organization.
• Demonstrated sound business judgment and awareness of project management and change management principles.
• An undergraduate degree required or equivalent work experience.
• Strong desire to embrace new challenges, drive change, implement best practices and develop a “best in class” operation.
• Ability and willingness to work flexible hours and travel, when required, to develop and sustain a successful operation.
• Exceptional communication and relationship building skills both up and down the organization.
• Office facility buildout experience, preferably in a multi-story space completed within scope.
• Proven ability to motivate, coach, mentor, lead and develop personnel.
• Results oriented and demonstrated ability to manage projects from inception to delivery.
• Ability to analyze financial data, maintain and monitor budgets and report variances, as required.
• Ability to thrive in a fast-paced environment, manage multiple priorities, and complete tasks with tight timetables.

Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are not made on the basis of an individual’s race, color, creed, religion, national origin, ancestry, citizenship status, age, non-disqualifying physical or mental disability or medical condition, genetic information, sexual orientation, sex, gender identity and/or expression, pregnancy, childbirth, breastfeeding or related medical conditions, arrest record, matriculation, personal appearance, political affiliation, marital, parental, veteran, military, or order of protection status, or any other protected status or that of their relatives, friends, or associates.