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About The Company 

Vannin Chief of Staff has been retained by one of the world’s leading law firms to find an Associate Director of Administration in Salt Lake City, UT. Our client is recognized on The American Lawyer magazine’s A-List, which aims to identify the most well-rounded law firms based on a measure of their success in five areas: revenue per lawyer (RPL), pro bono, diversity, associate satisfaction and the percentage of women equity partners. 

Associate Director of Administration Role 

Vannin Chief of Staff is seeking a highly organized, strategic, and experienced leader to take on the role of Associate Director of Administration (ADOA) for our prestigious global law firm client. The ADOA will play a critical role in managing day-to-day administration of the Salt Lake City office including but not limited to operations, business, and space planning/management of the Salt Lake City office to ensure delivery of exemplary client service from all staff functions.

The ADOA will report to the Senior Director of Administration, Bay Area Salt Lake City, and will directly manage leaders of the Facilities, Guest Services, and Digital and Delivery Services teams, locally. The ADOA will also collaborate with firm-wide functional support teams, identifying and driving strategic initiatives for the office aligned to firm-wide objectives.

The ideal candidate demonstrates keen business acumen, and a blend of strategic, operational, client, cost, project and change management skills. Additionally, they must be a proven leader, adept at developing a team and building successful relationships with partners and staff at all levels. They are curious, adaptable, and comfortable managing change and ambiguity. They enjoy solving complex problems, are highly collaborative, exercise exceptional discretion and a high level of professionalism, and operate with a strong bias toward action to meet the dynamic needs of the office and the Firm as well as its clients.

This will be a full-time, 100% onsite, exempt position based in Salt Lake City, UT. 

Responsibilities

Strategic Leadership:

• Provide overall tactical leadership to ensure all office functions and staff are aligned in providing seamless client service and ensuring the highest level of professionalism in line with firm-wide expectations.
• Collaborate closely with firm-wide department functional leaders, including IT, Finance, HR, LRD, Risk, and Paralegal Services and is expected to creatively identify the needs of the office and align them with firm-wide objectives.
• Address current and anticipated needs by developing and deploying effective solutions in concert with overall Firm objectives.

Operational Leadership:

• Responsible for creating a culture of operational excellence and accountability in managing business processes and activities in support of internal and external clients.
• In partnership with Global Support Leads, manage a team to ensure operational efficiency and meet service level expectations in the following functional areas:
  • Facilities: Negotiate with vendors and work with building management on any maintenance or security-related issues with the support from their team.
  • Digital Services: Ensure the maintenance, upgrade and configuration of copiers, printers, scanners, multi-functional devices, and other reprographics and digital services software and equipment; negotiate and adhere to vendor agreements.
  • Mailroom: Ensure the maintenance, upgrade and configuration of all mailrooms related equipment, postage meters and other mailroom equipment; negotiate and adhere to vendor agreements.
  • Guest Services/Conference Services: Work closely with the guest services supervisor to supervise the reception function, assist in the resolution of any conference center-related issues, and ensure smooth coordination between Conference Services and Foodservice, Conference Technology, and Facilities departments.
  • Food Service: Work with the guest services supervisor to manage and oversee office catering requirements to ensure service delivery is up to high standards; analyze monthly invoices and review all client and office-related charges; review and negotiate service agreements and annual budgets; budget for and purchase catering equipment as necessary. Oversee all catering and pantry requests and orders; ensuring that the pantry needs are balanced with budget constraints; reviewing menus for quality control and diversity of choices.

Communication & Collaboration:

• Meet with key staff to facilitate cross-functional collaboration and knowledge-sharing to help drive the office’s business goals and objectives.
• Lead office-wide meetings to ensure all staff is kept informed of significant office and firm-wide information.

Team Leadership & Development:

• Provide direction to direct reports within the Facilities, Guest Services, and Digital and Delivery Services functions, through effective goal setting, coaching, reviews, and development planning.
• Coach and mentor direct reports by setting goals, completing annual reviews and creating and implementing development plans
• Partner with the local HR lead to resolve employment relations issues.
• Project and anticipate personnel needs.

Recommended Minimum Qualifications

• Bachelor’s degree in business administration, Law, or a related field.
• Proven experience 8 years in a senior management role, preferably within the legal industry or professional services is required.
• Demonstrated expertise in project management and change implementation.
• Exceptional leadership skills with a demonstrated ability to manage teams and collaborate across functions.
• Excellent communication and interpersonal skills, with the ability to influence and build relationships at all levels.
• Proficiency in project management tools and software.
• Discretion and a high level of confidentiality when handling sensitive information.
• Flexibility to adapt to a dynamic and fast-paced environment, with a proactive and can-do attitude.

Compensation Range: DOE $190-$230K bonus and benefits.

This is an outstanding opportunity for an experienced professional to contribute to the success of a leading global law firm by providing strategic leadership to ensure the efficient operation of the Salt Lake City office and team. If you are a driven individual with a passion for organization, leadership, and making a meaningful impact, we invite you to apply. 

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.