Director of Administration - for global law firm in their San Francisco office. This position provides oversight and management for two CA offices and management of HR functions for legal and support staff. Candidate will ensure consistent application and execution of firm policies and procedures. This is a highly-visible leadership position and is involved in implementing strategies for improved administrative productivity and promoting positive employee communication and interaction, while fostering a positive, non-discriminatory and harassment-free work environment. Responsibilities include: Promoting firm culture and creating and fostering a cohesive office life. Creating community and positive morale through consistent programming and intentional consensus building. Serving as an energized leader and effective liaison between management and employees. Negotiating and maintaining facility leases as well as vendor/service contracts. Coordinating with building management to ensure facility maintenance and safety. Directing all phases of office remodeling (and/or relocation) projects; including, contractor selection, space planning and design, project coordination and financial administration. Introducing and maintaining local COVID safety protocols that account for regional requirements and align with the firmwide processes. Overseeing outsourced entities. Coordinating legal and professional staff development; including on-boarding/orientation, training, and counseling. Working closely with firmwide Human Resources. Administering employee incentives, evaluations, compensation and benefits programs; preparing/providing input for reviews. Ensuring compliance with the Firm’s human resources policies and procedures and current state and federal statutory and regulatory requirements. Recommending and implementing firm-identified appropriate staffing ratios to increase efficiency and productivity. Maintaining safety, first aid and disaster prevention programs in compliance with firm policies and procedures and current state and federal requirements. Preparing, reviewing and analyzing annual operational budget. Monitoring expenditures, promoting cost savings measures and analyzing monthly budget variances. Maintaining and promoting banking relations.
Position Requirements: Bachelor's degree preferred, equivalent experience considered.
At least 5 years of supervisory/management experience
Experience creating budgets.
Contract negotiations experience; including leases, service contracts, outsourcing agreements desirable.
Space planning and utilization management experience desirable.
Working knowledge of accounting principles, competency in financial reporting and analysis, and experience in operational budget preparation.
Familiarity with fundamental human resources policies and procedures, as well as current state and federal statutory and regulatory employment law requirements.
Proficiency in Windows operating systems and Microsoft Office Suite and/or related software.
Ability to make sound decisions and demonstrate a high degree of trustworthiness in handling confidential and sensitive information.
Effective leadership experience.
Ability to be a change agent and drive new Firm initiatives.
Excellent organization and communications skills, both oral and written.
Ability to work in a fast-paced environment while exhibiting a strong attention to detail.
Ability to handle a variety of tasks simultaneously.
Salary commensurate with experience.
Conflicts Supervisor - for prominent global law firm in Washington, DC. This position reports to the Conflicts Manager. Responsibilities for this position include: Coordinate the work of Conflicts Specialists and Conflicts Research Assistants in two U.S. offices and 1 European office. Prioritize urgent work, special projects, and standard daily work. Provide orientation and training for new Conflicts Research Assistants and Specialists. Supervise staff work schedules, attendance, and time off. Review work, correct mistakes, encourage improved performance, and provide additional training. Assist with collecting productivity and performance metrics for team management. Oversee securities trading compliance database and assist with compliance questions. Participate in special projects such as software testing and implementation, or intake of new lawyer groups or large cases. Run thorough and accurate conflicts searches. Provide concise, accurate, timely reports of conflicts research results to lawyers. Assist with maintenance of the confidential conflicts database.
Bachelor's degree. Must have at least 2 years law firm conflicts research experience. Experience coordinating/supervising business processes/staff. Excellent organizational skills, with ability to work well under pressure and prioritize multiple tasks. Strong interpersonal and communication skills. Experience training staff in complex tasks. Prior experience with automated conflict checking systems, corporate family tree research, and internet research in a law firm. Proficiency with MSWord, Excel, and databases. Ability to work a flexible schedule with occasional overtime as dictated by business needs.
HR Benefits Assistant - for prominent law firm in Washington, DC. This position is responsible for assisting with health and welfare benefits, retirement plan eligibility, and enrollment requirements. This role will also maintain all electronic and paper employee benefits and administrative files and will work closely with benefits vendors. Other duties for this position include:
Maintain all employee benefits files in both the working file and the Human Resources Management System (HRMS). Responsible for most data entry into the HRMS as it relates to benefits
Prepare benefits orientation kits for attorneys and staff.
Conduct new hire benefits orientation and process all benefits enrollments
Coordinate benefits enrollment and deductions with Payroll Department
Manage overage dependents benefits eligibility process and provide the appropriate notices
Prepare all benefits related paperwork for terminating employees. Schedule and conduct benefits exit interviews
Manage and respond to all inquiries submitted through benefits email box and Human Resources Hotline
Assist with production and delivery of all Annual Open Enrollment activities and communications including Flu Shot program, Health Awareness Fair and Benefits presentations
Provide back up support for Staff Recruitment new hire orientation.
Position Requirements: Bachelor’s Degree, ideal candidate has about 1 year of HR Administrative experience, law firm experience ideal, excellent organizational skills and attention to detail, experience using an HRMS Systems a plus. Salary 50k.
Talent Development Coordinator - for NYC office of prominent global law firm.
This position supports the Attorney Recruiting and Professional Development teams and contributes to recruitment of associates, staff attorneys and summer associates including new and lateral attorney orientation and integration, professional development (training, mentoring, retreat and career development) programs.
Position Responsibilities include:
Attorney Recruiting duties - Assist Manager in planning the summer associate program; including planning events, coordinating summer associate arrival dates, sending pre-arrival communications; scheduling orientation programs, and assisting with the assignment and evaluation collection, as needed.
Facilitating the end-of-summer exit process.
Partnering with career services staff and faculty to raise the Firm’s profile on campus; organizing, tracking and conducting follow up for career development meetings; interacting with the network of former firm summer associates.
Work with the attorney recruiting team, office recruiting committees and hiring partners to develop and implement an overall recruiting strategy and program for on campus recruiting.
Support lateral associate interview process including identifying/presenting candidates and scheduling interviews.
Provide support for callback interview process; schedule, maintain communication with candidates.
Coordinate on-campus interview process
Assist in planning callback events.
Coordinate weekly decision meetings during the callback process.
Coordinate campus outreach events
Assist attorney recruiting team with hiring/integrating judicial clerks, entry-level, staff attorneys, and lateral associates.
Process/manage pre-employment requirements
Coordinate paperwork for new associate and staff attorney hires.
Assist/coordinate onboarding/integration processes.
Liaison for new employees with other Firm departments.
Professional Development Duties
Support program implementation for summer associate, new associate, emerging growth and various practice group trainings held in the San Francisco office.
Coordinate collection/analysis of feedback from in-house training programs
Maintain CLE applications and course materials for in-house training programs.
Update firm-wide training calendar to include in-house training programs.
Coordinate logistics and CLE submissions
Provide logistical support for firmwide retreats
Assist with administrative aspects of New Associate integration
Provide logistical support for career development process
Bachelor’s degree, at least 2 years of administrative experience in a law Firm, or professional services firm, proficiency with Microsoft Office Suite, experience using viDesktop platform a plus., strong judgment, flexibility and professionalism, ability to lead effectively, excellent interpersonal skills and client service, ability to provide a strong first impression of the Firm, ability to establish effective working relationships and react to challenging situations appropriately, ability to work in a fast-paced environment, flexibility to work overtime as necessary. Salary is commensurate with experience.
Diversity and Inclusion Director - for prominent global law firm in Washington, DC.
Responsibilities will focus on attracting/retaining talent, raising firm profile, and developing client partnerships.
• Coordinate with recruiting leadership to implement initiatives that attract diverse talent
• Working with professional development team to assist in monitoring development of diverse associates, ensuring appropriate opportunities are created and areas identified for development are addressed.
• Maintain appropriate metrics to measure success in attracting/retaining diverse talent.
• Develop D&I committee programming, firm communications, and training programs by outside consultants and affinity group events.
• Identify key communications about diversity initiatives, such as brochures, newsletters and website content.
• Coordinate with PR team and participate in surveys ensuring appropriate coverage.
• Responsible for the completion of client, industry and bar organization diversity and inclusion surveys; collecting, validating, submitting necessary data.
• Develop, in collaboration with marketing team, value-added programs for clients interested in working on existing or new diversity initiatives.
• Lead and support client initiatives and communications related to diversity and inclusion.
• Create metrics and monitor internal/external data required for frequent statistical analysis on diversity metrics and oversee efforts to improve the efficiency of data compilation .
• Manage D&I operations and administrative activities including expenditures. Prepare/analyze reports, prepare the annual departmental budget in consultation with the Co-chairs of the firm's Diversity Committee.
• Compile, organize, and assess best practice materials and benchmarking tools within law firms and the broader diversity community.
Ideal candidate has at least 10 years of relevant experience in a law firm or professional services environment with significant expertise in gender equity and diversity and inclusion initiatives.
Strong interpersonal and written communication skills.
Cross-cultural skills/awareness related to individuals from broad backgrounds, races, ethnicities, religions, gender, sexual orientation, gender identity and disability, among others.
High level of proficiency with data management, analysis, and reporting.
Superior judgment and ability to deal discreetly with confidential information.
Ability to self-direct, manage multiple priorities, analyze needs, and implement solutions.
Strong administrative/organizational skills with attention to detail and ability to prioritize long and short-term projects and responsibilities.
Experience with databases and Microsoft Office.
Salary is commensurate with experience