Director of Administrative Operations – East Coast

GENERAL SUMMARY:

The Director of Administrative Operations - East Coast ("Director") works closely with the Chief Administrative Officer, the Chairs of the Boston, NY and DC Offices and other firm leaders. The Director manages operations and executes firm initiatives for the East Coast offices. The Director is responsible for managing the office administrative support and coordinating all business functions related to office services, while working closely with information technology, human resources, accounting, and facilities management. The Director is also responsible for the strategic management and oversight of secretarial support across the firm.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  1. Supervises the East Coast Managers of Support Services and Office Administrators. Working with this team, ensures that East Coast secretaries and support staff are operating at a high level, at peak efficiency, and providing top client-service to our attorneys, leaders and clients.

  2. The Director has strategic management and oversight of the secretarial support team across the firm and works with HR Managers, Managers of Support Services, Office Administrators and firm office leaders and partners to understand the secretarial support needs of the attorney population and drive firm-wide initiatives.
  • Partner with the HR Managers, Managers of Support Services and Office Administrators to:

i. Make recommendations for staffing levels.

ii. Support the engagement and development of the secretarial population by making recommendations for training and programs (in conjunction with the Professional Development &Training Department) to enhance overall morale and engagement.

iii. Address firm-wide secretarial performance and development issues.

iv. Lead and mentor junior team members in the administrative processes of the secretarial function.

  1. Works with Facilities, Event Planning, and Catering/Conference Services teams to ensure top service of East Coast office services, conferencing and catering, event and meeting planning, reception services, copy/mail center, facilities management and supplies, internal office moves, visiting offices and records management.

  2. Coordinating with all administrative departments in the firm to assist with the development and implementation of firm-wide policies and procedures relating to firm Administrative Operations, and working with the necessary departments to implement these policies.

  3. Partnering with HR and appropriate Directors on recruitment, orientation, onboarding, performance management, professional development, mentoring and coaching of team members.

  4. Working with the CAO, Director of Facilities and East Coast Office Administrators to:
  • Manage the physical space and the landlord/tenant relationship.
  • Assist as requested in lease negotiations, tenant build-out projects, contractor negotiations, space planning, and facility maintenance.
  • Manage the relationship with office services outsourcing vendor (Williams Lea) to insure excellent services are provided consistent with the firm's national contract.
  • Administer office safety, business continuity and emergency programs.
  • Provide various types of ad hoc information to the Office Chairs.
  1. Working with the CAO and Finance Department Leaders to establish required annual budgets, select vendors, and manage costs to budget.
  • Working with the Managing Director of Finance to ensure compliance with firm accounting, billing and timekeeping practices.
  • Assisting in managing the cost accounting system and assuring compliance by timekeepers for input of time and release of client invoices per firm's guidelines.
  1. Setting a standard for citizenship and community involvement, including taking responsibility for understanding the firm's philosophy and strategy and facilitating support for and cooperation with firm initiatives. Work closely with other regional operations Directors to ensure firm-wide best practices.

RequirementsKNOWLEDGE, SKILLS AND COMPETENCIES:

  • Ability to work in a professional and collegial manner with attorneys, paralegals and professional and administrative staff.
  • Ability to work independently and proactively.
  • Excellent judgment and business acumen.
  • Exhibits diplomacy and tact in all situations.
  • Ability to manage multiple projects; excellent project management skills.
  • Able to navigate a highly matrixed organization.
  • Working knowledge of Word, Outlook and Excel. Ability to learn and utilize additional programs.

EDUCATIONAL QUALIFICATIONS/JOB EXPERIENCE REQUIREMENTS:

  • Bachelor's degree with 5+ years experience in law firm management, including secretarial management. ALA CLM certification preferred but not required.
  • Preferred experience in a "Big Law" environment.

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