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Director of Administration, New York Office

The Director of Administration is responsible for managing the day to day operations of the New York office including: supervising all administrative personnel; supporting human resources functions; overseeing the operating and information systems of the NY office; partnering with finance functions; assisting with marketing and client development activities/events; and overseeing the facility.

Duties and Responsibilities

Facilities and Operations Management

  • Oversee all aspects of NY facility operations including space assessment, space planning, and design/renovation
  • Ensure building security and safe working conditions in compliance with building and safety codes, workers compensation laws, wage and hour laws and all other applicable laws and regulations
  • Facilitate lease and contract agreements
  • Oversee the purchasing of equipment, furniture and supplies; inventory control
  • Manage large and small scale events in NY office: coordinating internal and external resources; planning set-up and registration; managing event budget
  • Oversee office services operations which includes mail, messenger and reception/switchboard services
  • Responsible for overseeing and updating emergency preparedness and disaster recovery plans
  • Ensure compliance with the firm’s risk management policies

People and Performance Management

  • Manage and oversee administrative and operational support staff
  • Recruitment and retention of administrative support staff
  • HRIS data management (on-boarding/off-boarding) for NY office
  • Manage administrative staff performance development and review process
  • For direct reports, set performance standards and provide timely written performance evaluations

Financial Management

  • Develop and manage the NY office’s administrative annual operating budget
  • Maintain and assist in all aspects of firm Escrow accounts
  • Support finance department in time and billing practices and deadlines Records and Knowledge Management
  • Support NY records management: information storage, retention and retrieval
  • Support knowledge services: features and capabilities of practice support systems (e.g., LexisNexis, research, document management, litigation support, case management)

Qualifications

  • Bachelor’s degree or equivalent required
  • Previous professional services management and business administration experience, preferably with a law firm
  • Professional certifications a plus, including Certified Legal Manager (CLM) designation
  • Comprehensive knowledge of employment laws and practices
  • Strong leadership and people management skills
  • Excellent judgement and decision-making abilities
  • Ability to identify and analyze complex issues and recommend and implement solutions
  • Ability to manage competing priorities
  • Excellent written and verbal communication skills
  • Strong interpersonal skills
  • Ability to work independently and as part of a team
  • Ability to work effectively, calmly and quickly under pressure with the ability to delegate appropriately
  • Strong technical skills and familiarity with office telephone and IT systems Experience
  • Seeking candidates with a minimum of 7 years experience leading the administration of professional service firms, preferably law firms Working conditions
  • Normal office conditions Physical requirements N/A

Direct reports

  • Administrative staff
  • Facilities operations staff

 


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