Director of Administration

POSITION SUMMARY

Reporting to the Chief of Administration, the DOA is responsible for managing day-to-day operations of the assigned office, providing high-quality administrative services and support to local personnel in an efficient and cost-effective manner.

ESSENTIAL JOB FUNCTIONS

Manage the day-to-day administration of office operations, business functions, financial transactions and budgeting for the office, including but not limited to the following:

• Partner with Office Managing Partner and other lawyers to maintain excellent lines of communication and to ensure administration and operations are aligned to support evolving needs.

Staff Management and Development

• Manage all support staff functions including Legal/Practice/Executive Assistants, Office Services, Facilities, Hospitality, Reception, and local operations in coordination with the appropriate firmwide departments and their department leadership.
• Monitor all staff for performance, attendance, responsiveness, and client service commitment, and work collaboratively with the HR Department to initiate disciplinary actions, as required, and conduct performance reviews on a timely basis.
• Develop and manage staff to ensure quality and a consistent level of service.
• Assist with coordinating staff recruiting efforts, including on-boarding, support and general assimilation of new personnel.
• Champion cross-office community, communication and collaboration for staff.

Finance, Facilities, Operations, and IT

• Develop a staffing plan and budget for each office consistent with firm objectives and operational requirements.
• Work collaboratively with the Finance Department to manage local financial operations, including processing of local expenses, implementation, and maintenance of internal controls.
• Ensure monthly operational expense performance meets budgets.
• Work with the CAO and Procurement Manager to establish competitively priced vendor relationships.
• Manage facilities and work with CAO and Real Estate Partner to handle lease administration, bidding and construction, and overall contract administration for maintenance and repairs.
• Work with CAO and Real Estate Partner to oversee and coordinate vendor lease negotiations, relocation and/or office improvements.
• Manage office charitable contribution and sponsorship requests.
• Ensure office Administration and Operations provide a consistent high level of support, continuously evaluating and improving programs, processes and procedures.
• Maintain all office furniture, finishes, fixtures, equipment and appliances.
• Work closely with the landlord and building management.
• Work collaboratively with the IT Department to ensure daily IT operations and support is in place and functioning appropriately.
• Manage a high- touch catering and conference center daily functions and special events planning and execution.
• Coordinate local pro bono and community service logistics in support of the firm's civic commitments.

Recruitment and Onboarding

• Partner with Firmwide Recruiting in support of the summer associate program, post-clerk recruitment, and partner recruitment.
• Assist with planning summer associate program events
• Ensure a consistent onboarding experience for new hires.

Safe and Positive Work Environment

• Ensure safe and secure work environment in compliance with health and safety regulations.
• Manage local emergency response team.
• Facilitate compliance and personnel education for harassment and anti-discrimination policies and support diversity initiatives.
• Coordinate client and visitor access and support including the identification of appropriate meeting room space, catering services and implementation of necessary security protocols.
• Maintain a welcoming, friendly, and supportive office environment where people feel seen, valued, and heard.
• Ensure transparent and relevant communication across the office and with offices.
• Foster office engagement by hosting local social events, holiday parties, and other programs to maintain a cohesive culture for attorneys and support teams.

QUALIFICATIONS AND REQUIREMENTS

The successful candidate will have an undergraduate degree, with a minimum of 5+ years of office management experience in a law firm or other professional services organization. The candidate must demonstrate an overall enthusiasm and excitement about building a diverse and inclusive team capable of delivering quality service and support for our personnel and client base. This candidate must also be a proven leader capable of motivating, developing, and driving performance through their team with an ability to communicate effectively regardless of the audience.

• An undergraduate degree required or equivalent work experience.
• Five + years of office management experience preferably in a law firm or professional services organization.
• Proven ability to motivate, coach, mentor, lead and develop personnel.
• Strong desire to embrace new challenges, drive change, implement best practices and develop a “best in class” operation.
• Demonstrated leadership and organizational skills.
• Ability to analyze financial data, maintain and monitor budgets and report variances, as required.
• Office facility buildout experience, preferably in a multi-story space completed within scope.
• Exceptional communication and relationship building skills both up and down the organization.
• Ability to thrive in a fast-paced environment, manage multiple priorities, and complete tasks with tight timetables.
• Ability and willingness to work flexible hours and travel, when required, to develop and sustain a successful operation.
• Demonstrated sound business judgment and awareness of project management and change management principles.
• Results oriented and demonstrated ability to manage projects from inception to delivery.

Disclaimer

Additional Duties

This job description is intended to provide a general overview of the primary duties and responsibilities for the position. It is not an exhaustive list of all tasks or responsibilities that may be assigned. The role may include additional duties, specialized projects, and other tasks as required. The firm reserves the right to modify or adjust the responsibilities to meet business needs.

Physical Requirements

Candidates must be able to meet the physical demands of the position, including the ability to commute to the office as required on designated in-office days based on the position. The firm is committed to providing reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) for qualified individuals with disabilities.

Eligibility Requirement

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Jenner will not sponsor applicants for work visas for this position.

EEO Statement

Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are not made on the basis of an individual’s race, color, creed, religion, national origin, ancestry, citizenship status, age, non-disqualifying physical or mental disability or medical condition, genetic information, sexual orientation, sex, gender identity and/or expression, pregnancy, childbirth, breastfeeding or related medical conditions, arrest record, matriculation, personal appearance, political affiliation, marital, parental, veteran, military, or order of protection status, or any other protected status or that of their relatives, friends, and associates.

J enner & Block is proud to offer a competitive total rewards package, including comprehensive health & well-being benefits and 401k profit sharing. The anticipated pay range for this role is $160,000 to $275,000 in San Francisco. The actual offered rate for this position will be determined based on several factors, including qualifications and experience, geographic location, education, external market data, and consideration of internal equity.