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Job Description

Insight Global is seeking an Office Administrator to oversee the Philadelphia office of an AM 100 law firm. The Office Administrator is responsible for the overall administrative management of their local office(s), including day-to-day operations, oversight of the legal support personnel, management of the physical space, and serving as liaison with building management. Working closely with the Office Chairs and the Chief Administrative Officer, the Office Administrator takes overall responsibility of the office as lead firm representative, setting the standard for firm citizenship and contributing to a strong, cohesive and collaborative workforce.

In the performance of their duties, the Office Administrator continually leads by example, consistently demonstrates a professional and positive attitude and communicates the firm’s philosophy, by supporting the firm’s overall business strategy and assisting in implementing firm-wide initiatives and policies and procedures at a local level, thereby contributing to the on-going success of the firm and its culture.

This role has an in-office working arrangement. Potential candidates must live within commuting distance of their respective office(s) to be onsite 5 days per week. In this role, you will report to the Chief Administrative Officer.

Essential Functions

Work with the Office Chair(s), Chief Operating Officer, Chief Administrative Officer, and all Administrative Departments, to ensure effective office operations.

Provide leadership, management, and hands-on service support to attorneys, staff, and vendors.

In collaboration with Human Resources, actively engage in the hiring, performance management, and professional development of the legal support staff.

Work with Human Resources to effectively on-board and off-board attorneys and staff.

Manage Professional Assistants (Legal Secretaries) including working with peer Office Administrators to oversee attorney coverage on Professional Assistant Teams, workflow through ServiceNow and PTO scheduling to achieve effective and efficient operations and maximum productivity.

Oversee attendance and time tracking of Professional Assistants and other direct reports, ensuring compliance with local and state regulations.

Manage Reception Desk services, Facilities staff and Hospitality staff where applicable.

Collaborate with the Chief Administrative Officer to ensure local outsourced services are running efficiently and effectively.

Collaborate with the Office Chairs and the Chief Administrative Officer to plan space allocation (including office construction and expansion), layouts and floor moves for all attorney and staff hires, as well as all internal moves.

Help manage procurement of supplies and processes requests for payment of office invoices.

Manage local expenses effectively in accordance with the office budget and assist with developing the office annual budget.

Serve as the primary contact for local building management and security.

Manage the strategy and planning of local office meetings and special events.

Communicate, implement and ensure compliance with firm policies, practices and procedures.

Collaborate with peer Office Administrators to discuss ideas, share best practices, and contribute to innovative approaches and best in class service to external and internal clients.

Perform other responsibilities as anticipated, in alignment with firm or office-specific events, initiatives, or general needs.

Work additional hours as needed to fulfill job requirements.

Compensation:

$160K to $200K per year annual salary.

Exact compensation may vary based on several factors, including skills, experience, and education. Benefits are provided.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [email protected] learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

-5-7 years of experience as an Office Administrator/Manager, or those in HR, Practice Management, etc. for a large firm, particularly a firm with multiple offices (ideally in Philadelphia, Princeton, and Wilmington).

-Direct experience management staff members, including managing workflows, disciplinary actions, performance evaluations, compensation discussions, etc. -Bachelor’s degree preferred.

-Certified Legal Manager (CLM) certification preferred or achieved during first 12 months of employment.