Virtual Office Administrator

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Virtual Office Administrator
Duties: The candidate is responsible for leading the firm's virtual office and the application of Firm policies and procedures in the areas of Financial Management; Human Resource Management; Systems Management; Practice Management; and Marketing. Works closely with the Managing Partner to ensure the office objectives are met and interacts frequently with the Director of Legal Support Services to assure that any issues that arise in the office are handled promptly. Recruits, supervises and oversees the professional development of the non-timekeeper business professionals and works with all Firm Administrative Department heads to ensure the smooth operation of the office. The Virtual Office Administrator is a representative of the Firm and promotes the brand and exhibits the key areas of concentration of the Firm’s strategic plan – a laser focus on client service, innovation, economic growth, a culture of collaboration with an emphasis on diversity, equity and inclusion and a commitment to develop and invest in our people. Communicate and collaborate with top Firm Leadership, including C-Suite, SBU Leaders, PSC Leaders, Office Managing Partners and Administrative Leadership. Authentically connect and lead with true influence across virtual platforms. Inspire confidence among colleagues that you are capable, knowledgeable and reliable. Promote tools for your colleagues to get in touch with you (open door policy). Deploy key tactics for virtual office/committee/team meetings. Fill screen with your full head and shoulders. Oversee internal communication for items of interest to the virtual office. Meet with and provide updates to Office Managing Partner. Facilitate Office Meetings and prepare presentations for same. Facilitate and attend Committee Meetings with Committee Chairs. Participate on Committees, as needed, and assist with strategic planning, event planning, and meeting objectives. Assist OMP with annual OMP budget projections. Monitor the OMP’s budgets. Assist OMP with managing sponsorships, and client development activities. Plan and manage office wide Esprit de Corps events. Assist OMP with DE&I initiatives. Prepare agenda and attend monthly partner, staff and all office meetings. Prepare and be accountable for annual budgets for the office, including monthly tracking of expenditures and preparation of a monthly variance analysis. Review, approve and submit all office vendor invoices (both for the office and for client development sponsorships). Provide monthly updates of budget and actual spend to Office Managing Partner. Recruit and select non-timekeeper support staff. Supervise all non-timekeeper support staff. Lead regular meetings and events with non-timekeeper support staff and ensure engagement from remote work environment. Provide education to all personnel and monitor adherence to all Firm policies and procedures, in coordination with direct supervisors. Assist in providing new hire orientation. Facilitate and participate in the performance evaluation process for support staff. Assist with salary administration for support staff. Provide motivation, counseling, and discipline for support staff, and, when necessary, participate in terminating support staff personnel. Be responsible for the professional development of staff. Assist with benefits administration. Monitor/manage WC claims, FMLA claims, etc. Maintain time and attendance records. Determine job design and resource allocation. Oversee adherence to the Firm’s Telecommuting Policy, in coordination with direct supervisors. Make recommendations with regard to personnel policies and benefits. Keep firm-wide HR management apprised of office personnel issues. Coordinate with the IT Department on the efficient operation of the computer systems, telephone and cost recovery equipment. Coordinate with recruiters in HR and Legal Recruiting department to ensure smooth onboarding of colleagues into the virtual office
Oversee onboarding process into the virtual office, including the coordination of the furniture program, IT equipment program and office supply program. Assist Deputy General Counsel, as needed, with ensuring attorney bar license requirements are met. Ensure proper approvals and notifications have been made pursuant to the relocation guidelines. Coordinate with the Marketing and Client Development department to maximize opportunities, enhance the Firm’s visibility and image. Manage and assist with providing marketing materials for attorneys.

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