Office Administrator – San Francisco

About the position

Responsibilities

• Manage all office operations functions in the SFO including delivery of administrative support services and office services including (reception, hospitality, conference services, mail, reproduction, and records) delivered by a combination of in-house and outsources resources.
• Manage SFO administrative support team including hiring, integration, training, coaching, performance and compensation management, engagement and motivation, and off boarding.
• Participate in new hire orientation and supports integration of SFO partner and employees’ new hires.
• Plan and conduct regular meetings with SFO based Global Operations (GO) Team members including administrative support teams.
• Support the SF Office Chair as needed, including but not limited to facilitating the distribution, for client development purposes, of firm purchased local event tickets.
• Collaborate with GO Team colleagues in support of SF office events including client and business development events; charitable and volunteer activities; and community and internal engagement events.
• Support offboarding of SFO-based partners and employees.
• Collaborate Facilities function to manage the SFO facility; serves as initial point of contact with local property management and works with building personnel and appropriate internal contacts as needed.
• Assist in SFO, forecasting and management including oversight and accountability for processing SFO expenses and reporting monthly variances to Finance function.
• • Collaborate with Facilities function to ensure best practice physical safety and security protocols are in place and to respond to physical safety concerns and incidents.
• • Ensure implementation and maintenance of the firm’s Business Continuity protocols in the SFO and participate in Business Continuity Working Group.
• • Partner with GO Team colleagues including Client Development, Marketing & Communications, Finance, IT, HR, Legal Recruitment, etc., to ensure SFO business needs are met and to ensure SFO compliance with firm strategy, policies, and practices.
• Drive the implementation and adoption of new standards, practices, and technology in the SFO, under the leadership of the MD.
• Participate in firm-wide GO Team (projects and initiatives) as requested.

Requirements

• 7+ years’ experience in administrative and/or facilities management in a large multi-office professional services firm.
• Bachelor’s degree or equivalent relevant experience.
• Demonstrates consistently sound judgment and commerciality.
• Takes a solution-oriented approach to operational and people matters.
• Actively listens, communicates in a clear and concise manner leveraging data and logic effectively.
• Ability to persuade, negotiate, and resolve conflicts.
• Consistently acts with integrity and discretion.
• Remains calm and respectful even when in conflict and/or under pressure.
• Is equally effective working independently and within a team.
• Effectively manages multiple projects and competing demands.
• Ability to manage complex projects and deliver expected results on time and in budget.
• Ability to effectively navigate a highly matrixed global organization.
• Proficiency with MSOffice Suite including Word, Outlook, Excel, PowerPoint and Teams. Nice-to-haves
• AmLaw 100 firm experience a plus.
• ALA CLM, Six Sigma and/or PMI certification a plus.

Benefits

• Flexible work arrangements and hybrid work schedule
• Health, dental, and vision insurance
• Life and disability insurance
• Retirement & Savings Plan
• Emergency back-up child and adult care
• Paid vacation, sick time off, and holidays
• Professional development and career advancement opportunities
• Employee recognition and reward programs
• Employee wellness and assistance programs
• Employee discounts and perks Apply tot his job

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