Administrative Services Manager

Dechert LLP•New York, NY

13d•$108,000 - $150,000

About The Position

The Administrative Services Manager (ASM) will oversee, manage and co-ordinate the secretarial service, administration and reception in the New York Office. The ASM will call on all necessary resources to facilitate a smooth and accurate workflow. This person will be principally responsible for all aspects of the secretarial, administration and reception services including staffing, induction training, employee relations, assignment of tasks, performance evaluations, individual development, absence management and cost control. Job Description ESSENTIAL JOB FUNCTIONS: Manages the Legal Team Assistant (LTA) teams and front of house team in New York. Allocates resources, as necessary, for resident/visiting lawyers and monitors lawyer to LTA assignments and ratios. Ensures there are sufficient resources at all times – approves all holiday requests, reassigns work and seeks support from elsewhere in the office if necessary. Works in conjunction with the New York office manager to ensure that resources are aligned to the office’s service strategy. Regularly meets with individual lawyers to ensure a satisfactory level of support is maintained. Oversees performance management and disciplinary matters for team members. Manages the evaluation process for all team members and agrees goals for the next review period. Identifies, interviews and selects candidates for partner interview. Consistently monitors the LTA teams to promote positive and effective working relationships, conducting regular floor walks. Conducts quarterly LTA team meetings to foster a sense of teamwork, collaboration and cooperation. Identify development needs and prepare, agree, implement and review development plans. Facilitates the 90-day review/evaluation process for all new hires. Ensure all requisite training is complete and mentor is assigned. Maintains attendance, vacation and sickness records for all LTAs. Manages and participates in the development and delivery of change management initiatives and projects. The ASM must be contactable out of hours, be flexible and prepared to work additional hours to meet client needs in times of urgency, taking on ad hoc duties as required. Perform any and all other duties as necessary and as assigned by supervisor for efficient functioning of the Department, Office and Firm.

Requirements

College degree strongly preferred.
8 years’ secretarial experience in the professional services sector – preferably legal.
Preferably 2-3 years supervisory and/or administrative team coordination experience.
Good supervising skills.
Knowledge of management best practices and basic employment legislation.
Confidence and professionalism in supervising administrative staff and assigning tasks.
Regularly has to prioritize competing demands in a pressurized environment.
Knowledge of the firm’s policies and procedures.
Excellent written and verbal communication skills.
Knowledge of Interaction (DechertCRM).
Knowledge of the firm’s billing procedures.
Knowledge of PowerPoint and Excel.
Ability to prioritize and co-ordinate own work.
Excellent attention to detail and proof-reading skills.
Ability to maintain confidential information.

Responsibilities

Manages the Legal Team Assistant (LTA) teams and front of house team in New York.
Allocates resources, as necessary, for resident/visiting lawyers and monitors lawyer to LTA assignments and ratios.
Ensures there are sufficient resources at all times – approves all holiday requests, reassigns work and seeks support from elsewhere in the office if necessary.
Works in conjunction with the New York office manager to ensure that resources are aligned to the office’s service strategy.
Regularly meets with individual lawyers to ensure a satisfactory level of support is maintained.
Oversees performance management and disciplinary matters for team members.
Manages the evaluation process for all team members and agrees goals for the next review period.
Identifies, interviews and selects candidates for partner interview.
Consistently monitors the LTA teams to promote positive and effective working relationships, conducting regular floor walks.
Conducts quarterly LTA team meetings to foster a sense of teamwork, collaboration and cooperation.
Identify development needs and prepare, agree, implement and review development plans.
Facilitates the 90-day review/evaluation process for all new hires. Ensure all requisite training is complete and mentor is assigned.
Maintains attendance, vacation and sickness records for all LTAs.
Manages and participates in the development and delivery of change management initiatives and projects.
The ASM must be contactable out of hours, be flexible and prepared to work additional hours to meet client needs in times of urgency, taking on ad hoc duties as required.
Perform any and all other duties as necessary and as assigned by supervisor for efficient functioning of the Department, Office and Firm.