Office Administration, Manager Jobs

Davis Polk & Wardwell LLP (including its associated entities) is an elite global law firm with world-class practices across the board. Clients know they can rely on us for their most challenging legal and business matters. From offices in the world’s key financial centers and political capitals, our more than 1,000 lawyers collaborate seamlessly to deliver exceptional service, sophisticated advice and creative, practical solutions.

The Manager, Office Administration works closely with the Director, Office Administration to manage the day-to-day operations of the office in all capacities.

Location: Northern California

Work Schedule: Monday to Friday, 9:00 am to 5:00 pm (additional hours as required).

Essentials Duties and Responsibilities

Typical responsibilities include, but are not limited to, the following:

• Conduct recruitment interviews and make hiring and salary recommendations
• Weekly meetings with Director, Office Administration re status, operations and productivity of support services
• In conjunction with the Director, Office Administration, conduct disciplinary meetings, issue verbal and written warnings
• Manage Administrative Assistants, Reception, Paralegal Departments
• Maintain thorough knowledge of the firm’s policies and procedures, and recommend and implement updates and changes
• Monitor attorney-administrative assistant staffing ratios and workflow
• Conduct orientation and training for new employees
• Ability to manage and coordinate ad hoc assignments and projects regarding business operations
• Respond to lawyer requests and work with business services to address office needs
• In conjunction with the Director, Office Administration, conduct staff evaluations and recommend salary adjustments
• Promote both internally and externally good HR practices and demonstrate a working knowledge of CA and local employment laws
• Assign administrative assistant work overflow and coordinate special projects
• Assist the Director, Office Administration in maintaining the office intranet page and the Northern California employee handbooks
• Assume all Director, Office Administration duties (including office operations, human resources, facilities, accounting, legal recruiting and computer support) when Director, Office Administration is unavailable
• Liaise with preferred recruiting agencies for business services recruiting

Qualifications / Position Requirements

• Proficient in MS Word, Excel, PowerPoint, Outlook and other applications as needed
• Must be punctual and reliable
• Experience with Workday preferred
• Strong operational, leadership, organizational, technical, and interpersonal skills
• Ability to proofread typed material for typographical, spelling and grammatical errors
• Excellent written and verbal communication skills
• Ensure confidentiality of all the Firm’s and clients’ documentation and information
• Demonstrate good judgment
• Thorough knowledge of local labor law and office operations
• Flexibility in daily schedule to accommodate unexpected situations
• Must be able to work collaboratively with lawyers and business services, demonstrating teamwork and a positive attitude

Education and/or Experience

• Bachelor’s degree
• Minimum of 3 years’ managing and supervising client service departments
• Minimum of 5 years’ office management experience in a professional firm environment

Compensation

The expected base salary for this position ranges from $150,000–$180,000. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. Davis Polk offers a competitive salary and comprehensive benefits package.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.