What are the responsibilities and job description for the Office Administrator position at Ropes & Gray?
About Ropes & Gray
Ropes & Gray LLP is a preeminent global law firm focused on providing the highest-quality advice on our clients’ critical legal and business issues. Our global team of 2,500 talented professionals regularly helps clients meet high-stakes challenges, solve complex problems and achieve key goals. These colleagues work together across a global office network that includes offices in Boston, Chicago, Hong Kong, London, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Tokyo, Los Angeles and Washington, D.C.
We are a contemporary firm that can bring more than 150 years of legal and institutional history to bear on the challenges clients face in today’s 24/7 global business environment. Our collaborative approach gives our clients—which include many of the world’s most respected companies and institutions—ready access to leading corporate, litigation, transactional and regulatory lawyers whose knowledge and experience span industries and geographies.
With an international presence, we focus on a number of key industries, including private equity; asset management; life sciences and health care; investment banking; technology, media and telecommunications; and consumer and retail. Our clients include global industry leaders, financial institutions, investment firms, private equity firms, hospitals and health care organizations, educational institutions, and individuals.
We have consistently been recognized for our leading practices in many areas, including private equity, M&A, finance, asset management, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.
Ropes & Gray is an equal opportunity employer.
Are you a dynamic and motivated individual with a passion for people management, team building, and office engagement? We are seeking a highly skilled Law Office Administrator to join our recently opened fast-growing Los Angeles office. As the Law Office Administrator, you will play a vital role in ensuring the smooth operation of our office and fostering a positive and productive work environment for our legal team.
Key Responsibilities:
- Provides day-to-day oversight of the office including direct management of Legal Executive Assistants and Receptionists, and matrix management of Office Services, IT/AV, and Conference Services teams.
- Lead and manage a team of administrative staff, providing guidance, training, and support to enhance their professional growth and performance.
- Manages team assignments, holiday and team coverage, workflow, training, and performance expectations for Legal Executive Assistants. Conducts bi-annual performance evaluations.
- Conducts regular reviews of vendors and contracts in place to ensure proper service levels are realized. Recommends changes and ensures smooth transition to new vendors as necessary.
- Foster a collaborative and inclusive work culture, promoting teamwork, open communication, and mutual respect among all team members.
- Plan and organize team-building activities, social events, to enhance employee engagement and promote a cohesive work environment.
- Oversee office operations, including facilities management, supplies procurement, and vendor relations, to ensure a well-functioning and comfortable workplace.
- Manage the office budget, monitor expenses, and identify cost-saving opportunities.
- Maintains proper financial controls, contributes to planning the annual budget in collaboration with Office Managing Partner and Director of Office Administration.
- Collaborate with the legal team to coordinate administrative support
- Handle confidential and sensitive information with the utmost discretion and maintain strict confidentiality at all times.
- Local subject matter expert and local lead for office build-outs and/or move activity. Coordinates with local vendors and other firm personnel to execute against plans.
- Stay updated with industry trends and best practices in law office administration, and recommend improvements to enhance operational effectiveness.
Qualifications:
- Bachelor's degree (or equivalent work experience).
- Proven experience as an office administrator or manager, preferably in a legal environment.
- Excellent leadership and people management skills, with a track record of building and motivating high-performing teams.
- Strong organizational and multitasking abilities, with a keen eye for detail.
- Outstanding communication and interpersonal skills, with the ability to interact effectively with individuals at all levels within the organization.
- Demonstrated ability to develop and implement office policies and procedures to improve efficiency and productivity.
- Proficiency in using office software and technology, including Microsoft Office Suite and document management systems.
- Exceptional problem-solving skills and the ability to adapt quickly to changing priorities.
- High level of integrity and discretion, with a commitment to maintaining confidentiality.
Join our dynamic team and be part of a rapidly growing law office!
CA Comprehensive Total Rewards Package
Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is $118,0000 - $170,000, which represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.
Salary : $1,180,000 - $0