Manager, Legal Assistants (Law Firm)

Overview

The Charlotte office of McGuireWoods LLP has a need for an experienced Manager to join its administrative team. The ideal candidate is a highly organized professional with creative problem solving ability, a “get it done” attitude, and a demonstrated passion for client satisfaction.This position ensures the Practice Assistant staff provides the highest level of administrative support and client service to the firm’s attorneys and clients. The manager is responsible for performance management, ensuring assigned staff maintains appropriate skill levels to perform their job responsibilities and provides guidance and coaching to direct reports while fostering a team environment. This position also supports the day-to-day administrative operations ensuring that the office runs smoothly in a fast-paced deadline-oriented environment. The position is a blend of people development and management, operations, administration, event execution and it requires the ability to comfortably wear several hats and adapt to changing priorities and demands. This is an ideal opportunity to have a significant impact on the organization for a professional dedicated to providing top notch services and maintaining an environment in which staff and attorneys can thrive.

McGuireWoods LLP is a major U.S. law firm with offices in the United States and Europe. Tracing the firm's roots back to 1834, McGuireWoods has a long history of growth through mergers with predecessor firms in existing markets, as well as client-centered expansion into new markets. Working with clients to develop these strategies, the firm has kept pace with its clients changing needs -- and helping them meet their goals. This has been the firm's philosophy for more than 175 years, and it continues to direct endeavors as the firm looks toward the future. For more information, please visit www.mcguirewoods.com.  California residents have special rights with respect to personal information.  If you are a California resident applying for a position at McGuireWoods, our statement describes your rights and personal information the firm collects.

Responsibilities

• Serves as manager, mentor, coach, role model and facilitator to direct reports
• Supervises PA Supervisor’s execution of ongoing responsibilities, administrative staff management, and human resources responsibilities
• Manages the performance of direct reports providing on-going feedback and coaching. Establishes goals and objectives and completes performance evaluations
• Responsible for overall PA coverage and work assignments
• Participates in interview process assessing applicants and coordinates interviews with attorneys, if applicable
• Works with Training Manager(s) to design, assess and coordinate programs for PAs; coordinates ongoing developmental training for direct reports particularly as it relates to established goals and objectives and varying career stages
• Serves as the escalation point in resolving issues
• Creates and maintains solid relationships with attorneys, paralegals, and staff
• Coordinate and conduct new hire orientation for the office. Distribute necessary new hire paperwork and ensure such is completed and forwarded to HR by the necessary deadlines. Assign personnel to workstations, offices, support staff, etc. as needed. Ensure necessary equipment is set up (computer, access card, phone, parking access, business cards, name plates, etc.)
• Code, process and approve vendor invoices on a regular basis. Ensure prompt submission for payment
• Serve as contact for office personnel regarding general HR questions such as policy application, processes and programs. Answer requests for basic information regarding benefits, recruiting or training issues. Provide support to all personnel in location as needed
• Oversee day-to-day administration related to office access, including issuing, tracking and cancelling security cards and parking access
• Plan/coordinate office functions, including internal communication meetings, external marketing events, social functions and other special events as needed
• Serve as a member of the firm’s business continuity team for assigned office; ensure procedures and back-up measures and information are updated, communicated and distributed to employees and proper departments
• Review/approve automated timesheets for administrative staff. Ensure compliance with the Firm’s policies, practices and deadlines

Qualifications

• Bachelor’s Degree or equivalent educational experience and a minimum of five years related supervisory/management experience and/or training; or equivalent combination of education and experience, law firm experience preferred
• Prior management experience strongly preferred
• Prior experience as a practice, administrative or executive assistant preferred
• Ability to interact effectively with all levels in the firm
• Skills in counseling and mentoring subordinates; ability to deliver disciplinary actions as appropriate
• Skills in problem resolution while remaining calm in high-pressure situations
• Innovative and strategic thinking
• Ability to work under time restraints and deadlines
• Ability to manage conflicting job requirements
• Effective interpersonal skills, including customer orientation, tact, interacting with others in a non-threatening manner, receptivity to differences in opinion and effective conflict resolution
• Ability to analyze data from a variety of sources and reach effective business decisions
• Ability to be resourceful (working with others and research skills)

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