Office Administrator

Job Description

We are a global law firm with a powerful strategic focus and real momentum. Our industry-focused strategy is seeing us take on pioneering work in places that others have yet to reach. Our shared values define our culture and our workplace. You will find us to be unusually collegial, team-oriented, and ready to innovate. We work seamlessly across practices, offices and around the world. This elimination of boundaries has allowed us to evolve into a law firm that works as hard for its culture as it does for its clients.

The Office Administrator will oversee the day-to-day operations of the Chicago office. This position is relied upon to be the office’s go-to person and ensures administrative operations run smoothly so lawyers may focus on the practice of law. This position reports to the Senior Manager, Office Administration and Legal Support Personnel in Los Angeles, with an indirect report to the Chicago Office Partner(s)-in-Charge. The role requires presence in the Chicago office Monday through Friday.

Responsibilities include but are not limited to:

• 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 polices and strategic goals/programs
• Establish and maintain successful working relationships with practice leadership, attorneys, and administrative leadership to provide the best resources to meet their business goals
• Work closely with recruiting to hire administrative support and legal support personnel (LSP)
• Assess LSP skillset so assigned work plays to their strength areas and provide resources and training for areas that require development 
• Monitor and approve timecards, overtime, and PTO for LSP under your 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 including performance management and on-boarding/off-boarding
• Vendor coordination and contract facilitation including national procurement and local vendor contracts
• Prepare and monitor the office administrative operations budget
• Assists with partner meetings, including scheduling, agendas, and general coordination
• Plan, organize and coordinate office events, conferences, CLE seminars and related activities
• Coordinate events and details related to the firm’s sporting, arts, and theater tickets/suites for the local office; includes management of multiple suite owners invoicing and ticket processes
• Handle the local office’s community relations and charitable giving programs; this includes budget creation and management, lawyer board involvement and sponsorship benefits management including documentation of all requests submitted to the firm
• Approve expenses and semi-monthly reimbursements for the local office
• Actively participates in ad hoc working groups for national operational initiatives
• Stay knowledgeable of the latest trends and developments in the legal support industry through ALA and other memberships 
• Proactively identify the need for national and local operational improvements to meet the changing needs of the global legal practice
• Coordinate and implement other office initiatives or other duties, as necessary

Please note this job description does not cover or contain all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Capabilities and attributes:

• 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; and respond effectively to sensitive inquiries and complaints
• A proactive focus on operational excellence, client service, efficiency, and cost management
• Excellent verbal and written communication skills
• A self-starter with a high energy level and do what it takes attitude
• Practices a spirit of continuous improvement
• Ability to multi-task with excellent organizational skills
• Exercises flexibility and sound judgment at all times and in all situations
• Ability to respond calmly, efficiently, and effectively in stressful situations
• Excellent problem solving and follow-through
• An ambassador of goodwill, a catalyst for change, and maintains the individual local culture while embracing a global legal practice mandate
• Ability to plan, coordinate, and direct the work of others
• Responsive, and ability to be available, including outside of regular business hours in an emergency or high priority situation

Norton Rose Fulbright US LLP is committed to providing employees with a comprehensive and competitive benefits package that supports you, your health, and your family. Benefit packages include access to three medical plans, dental, vision, life, and disability insurance. Employees can also access pre-tax benefits such as health savings and flexible spending accounts. Norton Rose Fulbright helps provide financial security by allowing employees to participate in a 401(k) savings plan and profit-sharing plans if eligible. Full- time employees are eligible to access fertility benefits designed to support fertility and family-forming journeys.

In addition to the Firm’s health and welfare benefits above, we offer a competitive paid time off plan, which provides a minimum of 20 days off based on your role and tenure with the firm. The firm offers a generous paid parental leave benefit allowing parents to take a minimum of 14 weeks of paid leave to bond with your newborn, or adopted child(ren). Employees are also entitled to 11 Firm holidays.

Norton Rose Fulbright US LLP is an Equal Opportunity/Affirmative Action Employer and complies with all applicable federal laws and their implementing regulations that require the collection and recording of certain data and information. The information we receive will not be used to make any decision regarding employment and will be kept separate from your application. Similarly, self-identification information is kept confidential and used only in accordance with applicable federal laws and regulations. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Norton Rose Fulbright is committed to providing reasonable accommodation as an Equal Opportunity Employer to applicants with disabilities. If you require assistance or accommodation to complete your application, please contact [email protected]. Please provide your contact information and a description of your accessibility issue. We will make a determination on your request for reasonable accommodation on a case-by-case basis.

E-Verify is a registered trademark of the U.S. Department of Homeland Security. This business uses E-Verify in its hiring practices to achieve a lawful workforce.

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