OverviewUnder general supervision and direction, this position is responsible for ensuring the effective operation of the Legal Practice Support (Secretarial) Department while fostering the talents, engagement, and morale of departmental staff. The role provides leadership and oversight to legal practice support teams, ensuring efficient workflows, appropriate distribution of assignments, and the consistent delivery of high-quality attorney support. Works with US and local leadership to formulate policies and procedures that will enhance the department.
ResponsibilitiesEssential Functions:- Oversee Legal Practice Support with a strategic mindset, aligning resources, talent, and workflows to evolving departmental and Firm needs while ensuring disciplined follow-through on initiatives
- Collaborate with other U.S. Assistant Managers and U.S. leadership to ensure a coordinated, consistent national approach, including providing cross-coverage and support for respective areas as needed
- Supervise, mentor, train Legal Administrative Support Assistants for local administrative tasks
- Oversees schedule coverage for absences, and assessing and balancing workloads
- Oversee and coordinate office visitor program initiatives impacting the LPA team, ensuring seamless support, coverage, and alignment with office hospitality and client service standards
- Develop and implement legal practice assistant assignments for the attorney staff. Maintains firm-mandated attorney/LPA ratios by reviewing, evaluating and adjusting assignments as needed
- Drive adoption of emerging technologies, including artificial intelligence and automation tools, to enhance productivity, accuracy, and scalability within the support function
- Manage administrative and employee relations matters, in concert with administrative leadership when necessary, and in compliance with federal and local regulations.
- Identify individual coaching and counseling needs, providing timely feedback to staff ,including preparing written disciplinary documentation and corrective actions
- Prepare annual performance appraisals, recommending annual merit bonuses and merit increases
- Balance leave requests, and maintain accurate and up-to-date attendance records
- Oversee the alignment of scheduled hours for the team, and review and consider overtime reports
- Perform annual departmental operating and salary budgets. This includes exercising sound judgment to stay within budget, implementing cost saving practices as appropriate, and monitoring spending during the year
- Provide and/or oversee training to supplement the training provided by the IT and HR departments
- Serve as a participant and representative in U.S. Legal Practice Support team training program, contributing to the development, coordination, and U.S.-wide deployment of training programs aligned with Firm standards and evolving department needs
- Encourage and improve teamwork, monitor and enhance morale and be available to discuss problems and/or issues as needed. Conduct routine secretarial meetings and communicate regularly with staff on policies and procedures, as well as with the customer base, to stay current on needs and issues
- Provide routine reports and analysis as needed or upon request
- Participate in the recruiting process for departmental staff, in concert with the Human Resources Department
- Internally market the proper use of the Secretarial Department
- Identify, evaluate, and implement opportunities to improve efficiency, consistency, and service delivery across secretarial and legal practice support functions by assessing workflows, processes, and task allocation to streamline operations and reduce manual or duplicative work
- Serve as a change agent by piloting new tools, documenting best practices, and supporting training and adoption across the secretarial workforce
- Collaborate with IT, Practice Support, and firm leadership to ensure technology solutions align with business needs and firm strategy
- Perform other duties as assigned or required to meet Firm goals and objectives
Qualifications, Experience and Personal AttributesEducation/Training/Certifications: - Bachelor's degree in a related field. An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the functions of the job
Professional Experience:- 7-10 years' experience in a legal secretarial department. Five or more of those years in a supervisory capacity is preferred
Technical Skills:
- Strong familiarity with the Microsoft Office suite of applications (in particular, Word, Excel and PowerPoint). Strong familiarity with at least one document management application (e.g., iManage) is preferred. Desktop publishing expertise is essential
Performance Traits: - Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
- Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
- Ability to work under pressure, meet deadlines with shifting priorities
- Must be a self-starter with a high level of initiative
- Strong customer service skills, able to anticipate needs and exercise independent judgment
- Strong attention to detail, organizational skills and the ability to handle multiple projects
- Maintains confidentiality and exercises discretion
- Exercises solid strategic thinking and problem-solving skills
Management Accountabilities:- Manages processes for direct reports in regard to performance appraisals, annual compensation, goal setting and performance counselling
- Demonstrated leadership and supervisory experience
- Operational budget analysis and recommendations
- Conducts analysis of staffing levels and participation in the recruitment process
- Able to determine and implement change processes to improve workflow efficiencies
- Process and service-oriented with strong leadership and project management skills
- Able to set priorities and delegate in an efficient manner
Physical Requirements: - May require occasional lifting of up to 20 lbs.
- May be required to travel to other offices
We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401(k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.
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Posted Pay RangeThe typical pay scale for this position is between USD $176,000.00/Yr. and USD $232,000.00/Yr., although the actual wage or salary could be lower or higher if the candidate's education, experience, skills and internal pay alignment are different from those specified.
