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Success is always within your reach at Locke Lord.

Locke Lord is a premier full-service law firm that has earned a solid reputation for complex litigation, regulatory and transactional work on behalf of clients in important and growing industry sectors around the world.

At Locke Lord, our diverse and inclusive culture of collegiality and collaboration — core values of the Firm — across all of our offices and practices is ultimately reflected in our client experience by culminating in a deep understanding of our clients’ businesses.

Locke Lord is proud to uphold a collective sense of integrity. Our Firm invests in your professional growth, whether you are a seasoned professional or a recent graduate. In addition to lawyers, we hire problem solvers to deliver creative solutions across numerous disciplines, including marketing, technology, accounting, human resources, practice support and office services. We reward our employees with a team oriented work environment, competitive salaries, and a comprehensive benefits program.

General Statement of Duties:

The Office Administrator is directly responsible for managing the administrative functions and overseeing that the functional departments and overall operations of the office to provide the highest level of service to the respective offices. This position promotes and establishes a client service environment to support the office and the Firm’s attorneys and clients. The Office Administrator also identifies and plans for the changing needs of the office, while supporting the overall goals of the Firm, and collaborates with Firmwide departments to ensure policies and procedures are consistently and fairly administered in the office.

Duties & Responsibilities:

  • Collaborate with senior management, Office Managing Partner, and other Office Managers/Administrators to ensure consistent practices/procedures with the other offices of the Firm. Seeks to integrate the Firm’s core values of integrity, innovation, collegiality and collaboration, diversity and inclusion, and excellence into all duties and responsibilities.
  • Continually review secretarial staffing levels to maintain effective secretarial staffing ratios while consistently measuring service levels to ensure the highest degree of service is being provided to the office
  • Handle secretarial, Document Processing Center (DPC), and office administrative staff supervision, including recruiting for paralegal, secretarial, DPC Specialists, and office administrative staff positions, ensuring timely completion of new hire paperwork and onboarding tasks, conducting exiting tasks, preparing and conducting salary/performance reviews, reviewing and approving timecards via Workday, and other HR-related activities as necessary
  • Manage front desk reception and hospitality coverage and scheduling. Advise on catering orders and help facilitate office events by coordinating with facilities, marketing, recruiting, and other administrative departments
  • Prepare and plan for large office-wide events and holiday parties (Thanksgiving, Holiday, etc.) while maintaining the Office Events budget. Provides monthly variance reports to the Office Managing Partner as requested
  • Responsible for initiating and seeing to completion hiring/notification procedures and orientation for all office attorneys; integrating new attorneys (including lateral partners) and staff into the Firm; assigning office or workspace locations and secretary assistance and completing departure processes to include sending exiting notifications
  • Collaborate with HR to resolve employee relations issues and conduct employee performance meetings and disciplinary action meetings
  • Collaborate with the IT and Training departments to address and meet the technical needs of the office, including training new hires, local phone programming and other required IT support
  • Provide practice support to various departments in the office by working with the partners and other attorneys on secretarial and office administrative staffing, technical and procedural needs relating to the individual practices
  • Ensure adequate coverage to attorneys in the absence of secretarial and paralegal absences; particularly during peak times/holidays
  • Oversee the office paralegals by monitoring billable hours and performance. Help direct billable work to paralegals as needed
  • In conjunction with the Director of Facilities, participate in construction and renovation projects, space planning, office assignments and relocations, liaise with landlord, oversee office services, including selection and negotiation with vendor, mail, copy, fax, supplies, deliveries and purchasing
  • Building liasion with Boston Properties and Providence Management Teams
  • In conjunction with Director of Security, maintains business continuity/disaster preparedness and recovery plan for office
  • Coordinate office functions, social events and internal charitable contributions initiatives
  • Review/process vendor invoices for office supplies, courier services, and internal expenses/social events, reconcile credit card expenses
  • Maintain content for office page on Intranet
  • Facilitate community intern programs including participating in candidate evaluation and placement based upon office support needs and intern interests
  • Provide general leadership, motivation, acknowledgement, guidance, counseling, and strives to ensure strong communication and high morale at all levels. Attendance at staff meetings and various administrative meetings. Establishes annual objectives for the office and ensures achievement. Attends local monthly Association of Legal Administrators (ALA) meetings to obtain knowledge in order to stay abreast of industry standards
  • Provide innovative and strategic leadership for office specific vision and goals and special projects in collaboration with the Office Managing Partner
  • Perform other tasks and duties as assigned

Education & Experience:

  • Bachelor’s Degree required
  • 5+ years of experience as a supervisor or manager of office administration in legal or professional services required
  • Experience dealing with human resources issues and general knowledge of federal and local labor and employment laws
  • Demonstrated leadership abilities, including interpersonal, supervisory and team-building skills
  • Solid planning and organizational skills, including demonstrated ability to manage multiple diverse projects concurrently
  • Excellent customer service skills with the ability to interact effectively with all levels of Firm personnel
  • Superior oral and written communication skills
  • Demonstrated diplomatic tact and consensus building skills
  • Solid working knowledge of Windows and Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)

Additional Information:

Supervisory Responsibility – This position has direct reports including secretaries, document processing specialists, reception, hospitality, and paralegals (administratively).

Work Environment – This position operates in a professional office environment. This position works in person, in office, 5 days per week.

Position Type/Expected Work Hours – This is a full-time Exempt position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m. Overtime will be required as job duties demand.

Travel – Travel between the Boston & Providence offices is required for this position. The expectations are that this position will spend at least 1 day per week in the Providence office.

Locke Lord LLP is an Equal Opportunity and Affirmative Action Employer. We do not discriminate on the basis of race, color, religious creed, sex, national origin, citizenship status, ancestry, age, sexual orientation, gender identity or expression, marital status, domestic partner status, civil union status, genetic information, disability, veteran status or other classifications that are deemed to be protected under federal, state and/or local laws. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors.

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Confirmed 51 minutes ago. Posted 30+ days ago.

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