Office Administrator

Office AdministratorOgletree Deakins has an exciting opportunity for an experienced Office Administrator to join the Firm's Indianapolis, IN office. The Office Administrator is responsible for the business administration of the office and may assume responsibility for additional Ogletree Deakins offices and/or practice groups as appropriate, including all support functions and coordination. The Office Administrator will manage all operations of the assigned office(s), including human resources, financial planning and controls, marketing and event planning, facilities, information systems, and other tasks. The position will also work closely with the Office Managing Shareholder(s) ("OMS") in the development and ongoing administration of the offices' strategic plan. The Office Administrator may also be provided opportunities to collaborate on broader initiatives that support continuous improvement efforts in benefit of Firm interests.Essential FunctionsHuman ResourcesCommunicate and enforce policies and proceduresConduct interviews and make recommendations on the selection of employeesInitiate new employee intake process, employee status change requests, and exiting employee processConduct New Hire onboarding including orientation and training of Firm systems and processesCoordinate Employee Benefits issues with Human ResourcesOptimize planning and utilization of office resources to efficiently and effectively meet office needsCoordinate and provide feedback on annual business service professionals evaluations and compensationProvide clear expectations of employees under their leadership, including assessing training needs and facilitating development opportunitiesActively manage employee performance, identify and document performance issues to resolve through counseling, performance improvement plans, and other resources within the FirmChampion positive and engaging work environment and motivationFinancial Management and BudgetingPrepare and monitor office budget, making recommendations for cost efficiencies, capital expenditures, and operational needsRegularly review and analyze monthly financial reports, working closely with OMS to address profitability and attorney productivity issuesReview and approve invoices and expenses for the officeBuild and maintain vendor relationships: negotiation of rates; prompt approval and processing of payments; resolution of billing discrepancies; oversight of office supplies and services being providedResponsible for administration of the office checking account, Firm credit card, and attorney trust accountMarketing and Event PlanningWork closely with the OMS to plan and coordinate local marketing events including briefings, roundtables and seminarsAssist shareholders with enhancing the Firm's visibility and image in the local market and throughout the FirmFacilitiesResponsibility for local office level adherence to Firm safety and security protocols and policiesRegularly maintain personnel directory and floor plans to ensure accuracyAct as safety coordinator and train employees on emergency proceduresIn collaboration with Real Estate and Project Management team, act as liaison between Firm and landlord regarding any facilities projects, maintenance requests, or issues; participate in space planning and design for office relocations, proper maintenance of office space assets to reflect professionalism of the FirmOversee records storage and managementProvide updates for office business continuity disaster recovery plan as needed and ensure emergency notification system contact information is currentComputer SystemsIn coordination with Information Technology, support technology operations and functionality, including: coordinate technology upgrades and maintenance with Administrative Office, IT department, consultants and vendorsManagement, Committees, and MeetingsWork collaboratively with OMSIdentify and analyze issues; recommend and implement approved solutions under the direction and guidance of the OMSAttend local Shareholders' meetingsChair business service professionals meetingsPlan office social functionsManage special projects as assigned by OMS, Director of Office Administration, and Administrative LeadershipAttend departmental or Firm events as required from time to timeAbility to travel as work requires, from time to timeRequirementsBachelors degree and 4+ years of Office Management, Human Resources experience, or 6+ years combination of experience and educationCandidates must be professional, and have experience in managing others, including directing workload, performance management, training, event planning, staffing and recruitmentExperience in managing remote staffProficient in all Microsoft applications, including, but not limited to Word, Excel, PowerPoint, Outlook, Document Management System, expense and billing systemsAnalytical and problem solving skillsAbility to proactively focus on and anticipate needsDisplay emotional intelligenceDependable – quickly becomes the 'go-to' personStrong leadership qualities - able to lead and manage othersAbility to act in a position of trust, both as to attorneys and business service professionalsConsistently deliver excellent client service both internally and externallyResponsive-responds to inquiries and provides feedback in a timely mannerHighly organized and self-directed – able to juggle several projects and offices at one timeAbility to work collaboratively, while also encouraging and motivating othersAbility to lead independently, exercising good judgment in potentially difficult situationsCapacity to maintain effective working relationships with all levels of Firm personnel and diverse groups of peopleExcellent oral and written communication skills are essentialPlease note, we are not working with outside recruiters for this position.BenefitsOgletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Tuition Reimbursement and an Employee Assistance Program.Firm OverviewOgletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Best Law Firms® has named Ogletree Deakins a "Law Firm of the Year" for 14 consecutive years. In the 2025 edition, the publication named Ogletree Deakins its "Law Firm of the Year" in the Litigation – Labor and Employment category. Ogletree Deakins has more than 1,100 attorneys located in 60 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments.Equal Opportunity Employer.