Manager of Administration - New York

The Manager of Administration serves as a strategic, hands‑on leader who plays a critical role in the success of the New York office. Working closely with office and firm leadership, you will oversee daily operations, drive operational excellence, and support a culture of collaboration, professionalism, and exceptional client service. This role offers the opportunity to influence office performance, lead key initiatives, and help create an outstanding experience for attorneys and business professionals. Responsibilities: In collaboration with the Office Managing Member ("OMM"), the Manager will maintain a professional and positive work environment by facilitating effective communication and information-sharing amongst all employees. Serve as a trusted advisor to the OMM and others on employee engagement and culture. Support strategic plans by accomplishing established short and long-term goals. Administer firm policies and procedures. Ensure operations functions are delivering high quality and efficient service to the firm’s attorneys and business professionals. Review, refine and modify office procedures as needed. Manage the day-to-day operations of the office; troubleshoot and prioritize the use of business professionals and facilities. Manage workflow, assignments, work schedules and staffing. Escalate issues, when necessary, to CAO. Manage, develop, lead, and provide guidance to the assistants, ensuring they are working efficiently and effectively to deliver best in class service. Regularly monitor performance and optimize service by assessing skills and understanding needs of attorneys. Work with the Business Professionals Talent Acquisition Team to recruit assistants; participate in the interviewing process for all other business professionals who will sit in New York and provide input on hiring decisions. Work closely with Legal Recruiting, Attorney Development and Business Development to manage the on-boarding process for lateral member new hires to ensure successful integration. Work with Business Professionals Talent Acquisition Team and Attorney Development to manage administrative processes (e.g. benefits enrollment, time entries, IT coordination etc.) related to employee onboarding and departures. In collaboration with HR Business Partner ("HRBP"), provide feedback and coaching for professional development and individual performance improvement to assistants and business professionals. Work with HRBP to handle discipline and termination of business professionals in accordance with firm policies and procedures. Evaluate performance of the assistants, synthesize additional feedback, and conduct annual performance review meetings. Manage Ceridian Dayforce process, PTO requests, overtime and daily/evening/event coverage. Support billing, collections and other financial management functions. Prepare annual operating and capital budgets for office. Monitor and approve related invoices. Review monthly financial reports to ensure accuracy of billing and budget compliance. With the CAO, oversee construction and all related project activities. Identify opportunities to accelerate schedule and control costs. Communicate critical information to attorneys and business professionals on an as-needed basis. Serve as primary contact with landlord and work closely with appropriate personnel to resolve building-related issues. Provide leadership and oversight of office security operations, ensuring appropriate administration of access cards, keys, and visitor access procedures. Maintain space, and workforce data to support office cost analysis and utilization Work closely with departmental leaders to determine office assignments and appropriate use of space. Oversee relationships with all vendors. Oversee and provide direction to outsourced on-site office services staff. Participate in the process of selecting qualified providers. Update office business continuity materials. Act as liaison with building management. Assume additional responsibilities as requested. This role requires 80% in office presence; remote work is permissible 20% of the time. Qualifications: 4+ years of experience in office administration and/or HR management, law firm experience preferred. Excellent general business acumen across multiple competencies. Proven leadership skills with the ability to develop and motivate staff. Experience in recruiting, onboarding, employee relations, performance improvement and separations. Strong written and oral communication skills with the ability to positively influence others. Excellent judgment. Must be comfortable analyzing, working with and presenting data. Must be highly responsive, organized, and have proven track record of successful execution of plans and delivery of results. Excellent interpersonal skills and the ability to gain the respect, trust and confidence of the firm’s members, associates and staff. Deep personal commitment to integrity and the highest standards of ethics. Must have a “hands-on” tactical approach. Creative and proactive approach to problem solving. Comfortable handling and maintaining highly confidential information. Must display the highest level of diplomacy, tact and discretion. Demonstrated ability to grasp and implement new concepts quickly. Strong sense of urgency. Ability to collaborate with colleagues at all levels; facilitating teamwork; and identifying opportunities to develop new processes/infrastructure. Ability to work independently and as part of a team. Outstanding sense of customer service. Strong planning and organizational skills including demonstrated ability to manage multiple, diverse projects concurrently. Excellent computer skills, including proficiency in using Microsoft Word, PowerPoint and Excel. Ability to quickly get up to speed and master new applications and software. This job description is a general description of the types of responsibilities that are required of an individual in this job. It is not intended to be a complete list of the responsibilities, duties and skills that may be required for this job. Physical Demands: This position requires sitting or standing for long periods of time and the continuous operation of standard office equipment, such as computers, keyboards and phones. It also requires mobility sufficient to perform certain job functions, such as getting to photocopiers/scanners/fax machines, and regular bending, reaching, lifting, stooping and occasionally pulling, pushing and/or lifting items that weigh up to 25 pounds. The salary range for this position in New York is $150,000-$200,000. This position is bonus eligible. Mintz offers a comprehensive benefits package. Privacy Notice for California Applicants #J-18808-Ljbffr Mintz Levin