Office Administrator

Description This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for an Office Administrator to join our team in our New York office. We offer a hybrid work engagement with one day of remote work, and four days in-office. The Office Administrator manages and oversees daily operations of the New York office with 90 attorneys and 60 paralegals and professional staff. This position will have the opportunity to have a significant impact on the organization for a professional dedicated to providing topnotch service while building and maintaining a diverse environment in which lawyers, paralegals, and professional staff can thrive. The role blends direct staff supervision with management of operations, administration, facilities, events, and hospitality, and requires the ability to quickly adapt to evolving priorities and demands. The Office Administrator also supports effective change management by helping attorneys and staff navigate new initiatives and operational changes, fostering clear communication and collaboration across the office. The ideal candidate demonstrates exceptional energy, commitment to service excellence, and strong leadership in managing and developing a diverse support staff team. On a Typical Day You Will Manage all office operational functions including delivery of support services by Managers, Legal Assistants (secretarial), Concierge Staff and Office Services (reception, mail, document reproduction and hospitality) Supervise all administrative areas, provide professional staff with ongoing guidance, direction, and feedback to ensure a productive, professional, and motivated team Analyze operations and identify areas for process improvement and manage process improvement projects. Develop documentation to support long term operational consistency and resilience. Determine need for restructuring or changes in work reallocation to properly support clients, attorneys, staff and the culture of excellence. Ensure consistency of workflow, timeliness of projects, and the most economical and efficient use of resources available for completion of work Support and facilitate change management initiatives within the office, helping attorneys and professional staff adapt to new processes, operational improvements, and firm initiatives while promoting clear communication and collaboration across teams Coordinate and oversee on-the-ground Human Resources functions including participating in the interviewing and hiring of professional staff, conducting new hire orientation, conducting bi-annual performance reviews, managing employee relations, salary adjustments, discipline, and separation from employment, and performing other duties as needed; liaise and report in real-time to Human Resources team on employment performance issues Assist in budget preparation and forecasting, including salary budget and increases. Monitor and manage office budget throughout the year, including controlling expenses appropriately and performing periodic variance analysis Work with team to plan and assist with regular client, partner/C-Suite, and officewide events Oversee facility maintenance; serve as liaison with local property management and working with building personnel and appropriate internal contacts Coordinate with firm-wide and global administrative operations team and work on projects and initiatives which enhance service delivery firmwide Anticipate and facilitate New York office contributions to the firmwide strategic plan Support to Office Partner-In-Charge Work closely with Partner-in-Charge in planning and execution of office-related initiatives, programs, and meetings involving attorneys and staff Seek opportunities to reduce the administrative load on the Partner-in-Charge by providing quick, concise, and accurate information while also anticipating their needs Collaborate with Partner-in-Charge regarding resolution of issues involving attorneys and staff Provide support with attorney programs or initiatives as requested Collaborate with Partner-in-Charge and participate in activities aimed at elevating the office’s profile and brand and enhances and supports the office and firm culture Join Us If You Have 10+ years of leadership experience in staff supervision and management in a professional services environment; large law firm experience preferred College degree preferred, preferably in management, business, organization development or Human Resources Highly professional and organized with a strong hands-on customer service orientation Business acumen must include uncompromising integrity, sound leadership experience, and the ability to effectively manage change Proven experience leading and supporting change management initiatives, including guiding attorneys and professional staff through operational, cultural, or process changes and fostering alignment across teams Willingness and ability to adapt one’s management and communication styles based on the situation and audience Excellent emotional intelligence, interpersonal and communication skills (oral and written), professional demeanor, and presentation Commitment to diversity, equity and inclusion among all internal and external stakeholders of the office Analytical with strong problem-solving and decision-making skills, takes initiative and uses good judgment, excellent listening and follow-up skills Proven success in working well, being influential, and communicating effectively with senior leadership and staff, including presenting ideas in a clear, succinct manner Highly motivated with the ability to manage multiple priorities, deliver on-time work products, and move projects along with minimal prompts Adapt to a fast-paced, high-pressure environment to achieve business goals and objectives Strong attention to detail Experience with use of technology tools (e.g. Document management systems, MS Teams, invoice management systems) for management of workflow, communication, and collaboration Who We Are Davis Wright Tremaine LLP is an AmLaw 100 law firm with 9 offices nationwide. We are relentlessly committed to client service and look for candidates who share that commitment. At DWT, client service means having empathy for each client’s and each lawyer’s work and personal pressures, business objectives, and legal needs; anticipating their needs; and having the capabilities and commitment to deliver what matters most to them. What’s in it For You? DWT offers competitive compensation in addition to ample benefits including but not limited to: Choice of health and vision insurance plans 2 paid volunteer days for qualifying community service work Dental plan Fertility and adoption benefit Paid sabbatical after 13 years of service Tuition reimbursement Commuter benefits Retirement contribution This job description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities. New York The annualized salary range for this position in New York City is $185,000 to $265,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law. Full time employees may be eligible for a bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, subsidized backup care and caregiving resources, 401(k), vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance. Commuter and Transit programs are also available. *Davis Wright Tremaine fosters a culture where all talented individuals—including those who are traditionally underrepresented in the legal profession—can have, and can see, paths to success. Our commitment to diversity, equity, and inclusion sits on four pillars: Community, Growth, Education, and Engagement. Learn more about the firm’s commitment to DEI here:* * * . *Davis Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email* *[email protected]* *. #J-18808-Ljbffr