Overview

New York, NY

Summary

Manages overall activities of secretarial department through direct supervision of secretarial supervisors for the New York and Boston Offices. Sets the tone and strategic direction for the secretarial department.  Recommends policy changes, implements new programs, develops continuing education, establishes hiring standards, charts direction for secretary of the future and recommends performance-related salary adjustments. Together, with other key leadership members of the Firm, provides strategic oversight for the outsourced service provider of Document Processing services.  Reports to the local Director of Administration.

Duties and Responsibilities

  • Develop and implement department goals, objectives, ratios, and procedures, including input from meetings with supervisors, secretaries, lawyers and the Director of Administration
  • Coach and counsel supervisors and secretaries to assist in the resolution of job-related challenges, interpersonal conflict and workflow management
  • Recommend process changes to department workflow
  • Establish and maintain strong cooperative relationships with lawyers, departmental managers, supervisors, staff, and members of the Director of Administration’s Senior Staff
  • In collaboration with the Learning and Development team (for staff), make recommendations in the development of training and orientation programs for new-hire secretaries, designed to prepare new employees for permanent assignment, as well as training and orientation programs for secretarial department, designed for professional development, upgrades to technology, rollouts of new technology and soft skills training
  • Organize and manage pilot (test) groups for various technology upgrades and new technology
  • In collaboration with the Learning and Development Team (for lawyers) and the Legal Recruiting team, make recommendations in the development of orientation programs for new lawyers (laterals, fall associates and summer associates)
  • Directly involved with the onboarding of new and lateral attorneys; manage process of transition (including secretarial assignment, opening new business, orientation, etc.)
  • Manage performance appraisal process for Secretarial and EDGAR Departments, including recommendation of increases, bonuses, promotions, transfers, etc.
  • Oversee departmental meeting content with supervisors and secretaries
  • Recommend and coordinate disciplinary actions, ensure proper documentation, including performance improvement plans and terminations
  • Oversee assignment of special assignment secretaries
  • Liaise between secretarial staff and other departments on matters involving secretarial services, EDGAR or Document Processing (IT, Training, Human Resources, Office Services, Accounting, Records, Marketing, Learning and Development, Legal Recruiting)
  • Member of the Document Processing Steering Committee
  • Makes recommendations with relation to efficiencies in the operation of Document Processing
  • Addresses issues with the Document Processing managers regarding missed deadlines and issues with work product
  • Participate in administrative staff meetings and attend other meetings as necessary
  • Manage recruitment for the Secretarial and EDGAR Departments including writing job descriptions and interviewing
  • Manage secretaries’ participation in fundraiser events for the NY office (i.e., NY Cares volunteer programs and Winter Wishes)
  • In coordination with the Marketing team, recommend and recruit secretaries to support Firm and client events
  • Manage and staff special projects for local lawyers and lawyers from other Firm offices (i.e., staffing hearings, notary projects, closings, arbitrations, translation of legal documents and translation of meetings with pro bono clients, etc.)
  • Other duties as assigned by the Local Director of Administration

Qualifications

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below.  The requirements listed below are representative of the minimum knowledge, skill, and/or ability required.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

Education and/or Experience

Required

  • Bachelor’s degree or equivalent relevant experience
  • Five years’ management or supervisory experience

Preferred

  • Management experience in a law firm or professional services environment

Other Skills and Abilities

  • In addition to the above, the following may also be required of the successful candidate:
  • Excellent judgment and interpersonal communication skills
  • Well-developed analytical and problem-solving skills
  • Exercises confidentiality and discretion
  • Excellent organizational skills
  • Excellent attention to detail
  • Ability to speak to clients in effective and articulate written and verbal communications
  • Works harmoniously and effectively with others as part of a team
  • A self-starter who desires to show ownership and commitment to the job
  • Ability to accept responsibility and take initiative

Salary: Highly competitive above market compensation
Date Active: 3.23.2021
Exempt/Not Exempt: Exempt