Office Administrator
$175,000–$235,000 year
HybridPalo Alto, California, United States
Job Summary
Direct and manage the daily administrative business functions of the office, representing firm decisions and overseeing core management team meetings. Mentor direct reports through compensation planning, performance evaluations, and onboarding while holding monthly individual meetings. Engage with senior leadership, clients, and external stakeholders to translate strategic vision into actionable outcomes and champion continuous improvement. Plan and facilitate partner meetings, manage lateral integration efforts, and support business development initiatives including contract management for strategic events. Collaborate with real estate leadership on space planning, refurbishment projects, and construction management while preparing and analyzing office budgets. Optimize cash conversion through billing and collections efforts and partner with practice groups on fiscal management best practices.
Required Qualifications
- High School Diploma or GED
- Bachelor's Degree in Business Administration, Finance, or a related field
- 6 years of management experience in a professional services or law firm environment
- Knowledge of basic accounting principles, including budget management
- Basic understanding of local and national labor laws, HR practices, and legal requirements
- Advanced knowledge of the MS Office Suite
- Ability to work under pressure and manage competing demands in a fast-paced environment
- Ability to effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties
- Ability to produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner
- Ability to provide timely, accurate, and quality work product
- Ability to successfully meet deadlines and expectations, and perform work duties as required
- Ability to foster positive work relationships
- Ability to comply with all firm policies and practices
- Ability to engage in both physical and sedentary activity, such as working at a computer for extended periods (including on-screen reading and typing), participating in digital/virtual conference calls, and participating in meetings as needed
- Must be available for weekly travel between Palo Alto and San Francisco offices
- Must be able to lift up to 10 pounds occasionally
Desired Qualifications
- Demonstrated ability to assume a leadership role and make decisions while fostering a teamwork environment
- Ability to adapt to changing priorities and maintain a productive, committed work effort while meeting deadlines and managing workload
- Demonstrated ability to communicate clearly and professionally, both orally and in writing
- Demonstrated ability to provide quality client service to both internal and external contacts on administrative matters of a complex nature
- Requires patience, creativity, discretion, and the ability to negotiate and influence change
- Demonstrated ability to effectively supervise others, including hiring, training, assigning work, managing performance, and counseling
- Ability to lead others in the development of a cohesive, effective work unit
- Experience with facilities management, including design, construction, contract negotiations, and project management
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