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Secretary and Support Services Manager

Posted: September 5, 2017

Job Description:
Professional, self-motivated, tech-savvy, innovative, committed individual sought to effectively manage our practice assistant, hospitality, reception and records staff and assist with facilities management in our New York, NY office.

A career at Nixon Peabody is the opportunity to do work that matters. It’s the chance to use your knowledge to shape what’s ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking. We’ve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn. If you’re someone who’s looking toward the future, we’d love to hear from you.

Qualifications:

  • Bachelor’s degree preferred
  • Five (5) plus years management experience in a professional services or law firm environment
  • Knowledge of litigation and transactional practices a plus
  • Experience with professional development, team building, planning and organization, work flow analysis, and quality management
  • Demonstrated leadership, supervisory, and organizational skills
  • Strong interpersonal skills including an ability to lead, motivate and develop the confidence of attorney and staff personnel
  • Ability to communicate effectively with individuals at all levels
  • Strong computer skills and state-of-the-art knowledge of information gathering and presentation techniques
  • Willingness to challenge organizational paradigms, consider new ways of working and create innovative approaches and solutions
  • Sets high goals or standards of performance for self and direct reports rather than having standards imposed by others

Responsibilities:

  • Coordinate hiring of practice assistant/hospitality/reception/records support staff in collaboration with Regional or Office Administrator and Human Resources team
  • Establish practice assistant/hospitality/reception/records team assignments, promote teamwork and collaboration among team members and teams, and monitor workflow within and across teams to maximize efficiency
  • Manage timesheet and PTO request approval process
  • Support the firm’s performance management process for practice assistant/hospitality/reception/records support staff
  • Set expectations and performance standards, monitor workloads, provide professional development opportunities, and resolve personnel matters
  • Coordinate the performance evaluation process including salary and bonus program administration in collaboration with Human Resources team
  • Provide employee relations support including, but not limited to, coaching, counseling, and interpreting policy; address performance issues through development and implementation of a performance improvement plan in collaboration with Regional or Office Administrator and Human Resources team
  • Collaborate with functional areas including the Global Resource Team, Central IPC, other offices practice assistant/hospitality/reception/records management, Human Resources, IT, Records, Finance and local Office Services to develop and implement training curricula and programs, facilitate daily work flow, and resolve any issues that might arise
  • Closely coordinate with Central IPC and Time Entry teams for support. Actively participate in the development and ongoing management of annual practice assistant/hospitality/reception/records overtime, and temporary expense budgets
  • Manage office Business Continuity/Disaster Recovery program including maintaining office plan, participating in training programs and participating in firm wide program development
  • Actively participate in local office management team; support regional offices and firm initiatives
  • Assist with facilities management to oversee the firm’s operations, office moves and maintenance
  • Availability to travel to regional offices as needed
  • Other duties and responsibilities as assigned

For more information, contact:
Sarah Hutchins
shutchins@nixonpeabody.com


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