Office Manager

Washington, DC

Summary

Premier, forward thinking, boutique, litigation law firm is currently accepting applications for an Office Manager to oversee Washington DC office activities and operations and be a key member of the Firm’s Office Administration team. The successful candidate will serve as an in-person resource in their DC office and will contribute to a diverse range of functions — with significant room to take initiative and play an impactful role in continuing to build their successful and growing organization.

The firm brings together a high-stakes, cutting-edge litigation practice serving clients across a wide range of practice areas, including commercial litigation, white-collar criminal defense and internal investigations, employment and discrimination, and complex regulatory and securities matters. The firm has also built a pioneering public interest practice geared to the great and urgent challenges of our time.

Since their founding, they have achieved tremendous success and growth, and seek motivated and talented professionals to join their team.

Compensation: $125,000.00-$140,000.00, plus bonus

Responsibilities

• Supervise DC-based office administration staff, dividing responsibilities to ensure performance and managing absences. Coordinate closely with the firm’s NY Office Administrator to ensure seamless and consistent office operations across the firm.
• Oversee DC office space planning, maintenance, and renovations.
• Serve as a primary liaison with building management (e.g., with respect to facilities, maintenance issues, tenant meetings, renovations).
• Ensure accuracy of office seating charts, assigning workstations to new hires and circulating updated charts as needed (e.g., with each new hire).
• Troubleshoot issues with phones, computers, copiers, and other office equipment (in tandem with the Chief Information Officer and his team); monitor leases and usage of office equipment; and interact with repair vendors as needed.
• Serve as a primary team member on the firm’s emergency response, disaster recovery, and business-continuity planning task force.
• Oversee monitoring and ordering of office supplies.
• Develop and maintain Firm’s list of preferred vendors and coordinate with office-related vendors (e.g., delivery and shredding services).
• Coordinate with Human Resources to ensure that compliance notices are posted in all Firm offices where necessary / appropriate.
• Deliver office administration-related training for lawyers and staff (e.g., in how to use office equipment, how to request supplies, how to request a conference room, other how-to-use-the-office topics) and training for office staff in office-related procedures (e.g., in how to request building passes, how to reserve and set up conference rooms).
• Help implement the firm’s records management policies and procedures, including retention, protection, retrieval, transfer, and disposal of records, working with Firm’s Managing Clerk, Director of Case Management and Deputy General Counsel to ensure compliance with best practices for recordkeeping.
• Assist with onboarding new hires by ensuring IT set up and otherwise prepare office space.
• Arrange internal and external events in the firm’s office as directed.

Qualifications

The successful candidate will have a combination of employment, educational, and life experience that demonstrates the qualities and skills below:

• Education and Experience: At least seven years of relevant work experience in the areas of responsibility outlined above.
• Knowledge and Skills: You have a solid understanding of MS Office Suite including Outlook, Word and PowerPoint. You have a strong understanding of office administrative operations.
• Clear Communication and Attention to Detail: You express yourself clearly and concisely, always highlighting the most important information. You show great accuracy, attention to detail and good organizational skills. You proactively communicate the status of your work and share updates with colleagues when necessary. You ensure that your work is mistake free.
• Confidentiality: You must be able to adhere to Firm policies regarding the protection of confidential data and demonstrate sensitivity to (and good judgment in connection with) confidential attorney, personnel, and Firm matters.
• Flexibility: You are versatile and possess the ability to multi-task with ease. You are able to respond quickly and positively to shifting demands and opportunities. You are comfortable in an environment where your responsibilities may vary from day to day. You demonstrate a “no job too big, no job too small” attitude, and take a collaborative, team-focused approach to rejuggling priorities and contributing to Firm tasks.
• Ownership, Initiative, and Teamwork: You take ownership of your projects and follow through on their completion. You proactively anticipate, communicate, and work to independently resolve obstacles you encounter in your work. You work well both independently and on a team and are able to establish and maintain strong working relationships with employees, clients, and professionals.
• Organization and Project Management: You are comfortable balancing tasks of varying levels of urgency and complexity and work well under pressure with tight deadlines.
• Mission Orientation: You are enthusiastic and passionate about our commitment to civil rights and public interest law. You thrive when your work is connected to purpose.

In addition, the successful candidate will be based in the DC area and will be available to work onsite in their DC office from 9:00am–6:00pm, Monday through Friday.

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