Stoel Rives
Office Administrator
Stoel Rives, Sacramento, CA, United States
Stoel Rives LLP has an immediate opening for an Office Administrator in our Sacramento office. The Office Administrator works directly with the local Office Managing Partner, the Administrative Leadership Team and attorneys to ensure smooth functioning of daily operations and administration, may support one or more offices, and may provide direct supervision of Administrative or Practice Support personnel (e.g. administrative, secretarial and paralegals).
The Office Administrator coordinates with the firm's centralized functions, including Talent Management and Human Resources, Administrative Support, Practice Support, IT, Accounting/Billing & Finance, Business Development, Records, and Conflicts and Information Security to ensure local needs are being met, managed and staffed appropriately.
The Office Administrator is responsible for administering all local office functions and services in support of the attorneys. This includes facility maintenance and office services operations, event and function planning, employee relations, budget management and vendor relationships.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Daily Management:
ESSENTIAL SKILLS & CAPABILITIES
EDUCATION & EXPERIENCE
High school diploma or equivalent required; college degree in business administration, management, finance, or a related field is preferred. At least 5 years of progressively responsible management experience with professional services organizations, with preference for experience in a law firm.
NORMAL WORK HOURS
This position is exempt. Regular office hours are 8:30 a.m. to 5 p.m., Monday through Friday, with an expectation to work whatever hours are necessary to accomplish the assigned responsibilities.
How You Will Live Life Well at Stoel Rives: Compensation, Benefits, and More!
The pay range for this position in the State of California is $104,000 - $173,000; however, the base compensation presented to a candidate may vary based on skills and overall experience. This information is provided per California's pay transparency law, SB 1162. This salary range is based on market location.
In addition to base compensation, Stoel Rives has a total rewards program that includes an annual discretionary bonus and rich benefits offerings. For example, our benefits offerings include paid family & medical leave, competitive PTO, and remote work options. We offer competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options. We also provide a generous firm-contributed health savings account, a pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3+ days/week in the office, and an annual contribution into the employee's retirement plan.
No recruiters, please.
What We Are Doing to Ensure A Diverse, Equitable, and Inclusive Environment
Stoel Rives places a high priority on attracting and retaining lawyers and business professionals with different backgrounds and life experiences. This makes us better and happier as people, as an organization, and as legal advisers. We are proud to offer many engagement opportunities including a firmwide DE&I Committee, Associates Committee, Pro Bono Committee, Affinity Groups, and Parenting Circle.
We proudly partner with Diversity Lab to implement innovative programs to advance Stoel Rives' DE&I goals, including the aggressive metrics-based goals we've adopted as one of five founding Move the Needle firms. Our efforts with Diversity Lab include certification under the Mansfield Rule, to boost the representation of diverse lawyers in our firm's leadership by broadening the pool of candidates considered for opportunities. Additional information on these programs, can be found here.
The Office Administrator coordinates with the firm's centralized functions, including Talent Management and Human Resources, Administrative Support, Practice Support, IT, Accounting/Billing & Finance, Business Development, Records, and Conflicts and Information Security to ensure local needs are being met, managed and staffed appropriately.
The Office Administrator is responsible for administering all local office functions and services in support of the attorneys. This includes facility maintenance and office services operations, event and function planning, employee relations, budget management and vendor relationships.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Daily Management:
- Supervises the operations of office services - directly or through outside contractors - which includes mail room, copy/print, reception, catering and conference room services staff to ensure that service levels are being met consistently
- Address operational issues as they arise, ensure they are resolved appropriately, and that communications are provided to all necessary people in a timely manner
- Manage the performance of all direct reports through regular feedback, in addition to the firm's formal evaluation process
- Review, approve and submit all local office vendor invoices
- Oversee local facilities and ensure the office is maintained in good repair and appearance to provide a favorable impression to both visitors and firm personnel
- Ensure that tasks associated with firm-wide projects or centralized functions are being performed and supported locally
- Foster a culture of high performance, teamwork and continuous improvement through positive interactions with all personnel and attorneys
- Work with the Human Resources department in the recruiting, hire and orientation of new attorneys and professional staff
- Provide training and education on firm policy and procedures to all personnel and help monitor for adherence
- Support the professional development and training programs of professional staff and attorneys, and ensure that they are rolled out appropriately
- Facilitate and participate in the performance evaluation process for all local professional staff
- Assist the Human Resources department with salary administration, benefits administration, employee relations and performance management needs, including any necessary terminations of employment
- Coordinate with building management / landlord regarding housekeeping and building maintenance needs
- Assist with the local implementation and management of firm-wide facilities, construction and equipment projects
- Ensure that local access to the building and office spaces are appropriately secured, managed and audited to be in compliance with firm policy
- Work with Office Managing Partner to manage office assignments and furnishings
- Provide primary disaster response and recovery leadership in the event of any disaster impacting the office or officer personnel, prepare and update the local office's disaster response plan, and facilitate regular drills and exercises
- Be familiar with the terms of all leasing documents and take a local leadership role in the relocation or expansion of the office which may include working directly with the architects, contractors, landlords, building managers and various firm personnel
- Prepare and be accountable for annual budgets for the office, including monthly tracking of expenditures and preparation of a monthly variance analysis
- Assist with the review of firm-wide vendor selection and rate negotiations
- Work closely with the Business Development department and Office Managing Partner to develop and manage the office's community sponsorship budget. This includes setting the annual budget and fielding attorney requests.
- As needed, act as a liaison between attorneys and the Business Development department to ensure needs and service levels are understood and met to support local client and business development events, seminars, functions, etc.
ESSENTIAL SKILLS & CAPABILITIES
- Proven ability to provide leadership, management direction and guidance to firm personnel, outside contractors and vendors. Includes ability to prioritize goals, projects and tasks and delegate effectively and monitor / control outcomes
- Must be able to communicate complex information and ideas effectively and efficiently to both staff and attorneys, sometimes with minimal preparation, both in writing and in person
- Excellent interpersonal and communication skills, with a demonstrated ability to maintain effective relationships with all levels of firm personnel in a team-based environment
- Capable of handling confidential management matters with sensitivity and discretion, sometimes dealing with difficult management decisions and situations
- Ability to handle multiple priorities, rapidly analyze issues, anticipate consequences, while exercising sound judgment and decision making
- Strong computer skills including Microsoft Word, Outlook, Excel and database entry systems
- Demonstrated ability to manage projects and project teams from initiation through successful completion and closure
- Proven skill in creating and managing complex expense and capital budgets
EDUCATION & EXPERIENCE
High school diploma or equivalent required; college degree in business administration, management, finance, or a related field is preferred. At least 5 years of progressively responsible management experience with professional services organizations, with preference for experience in a law firm.
NORMAL WORK HOURS
This position is exempt. Regular office hours are 8:30 a.m. to 5 p.m., Monday through Friday, with an expectation to work whatever hours are necessary to accomplish the assigned responsibilities.
How You Will Live Life Well at Stoel Rives: Compensation, Benefits, and More!
The pay range for this position in the State of California is $104,000 - $173,000; however, the base compensation presented to a candidate may vary based on skills and overall experience. This information is provided per California's pay transparency law, SB 1162. This salary range is based on market location.
In addition to base compensation, Stoel Rives has a total rewards program that includes an annual discretionary bonus and rich benefits offerings. For example, our benefits offerings include paid family & medical leave, competitive PTO, and remote work options. We offer competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options. We also provide a generous firm-contributed health savings account, a pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3+ days/week in the office, and an annual contribution into the employee's retirement plan.
No recruiters, please.
What We Are Doing to Ensure A Diverse, Equitable, and Inclusive Environment
Stoel Rives places a high priority on attracting and retaining lawyers and business professionals with different backgrounds and life experiences. This makes us better and happier as people, as an organization, and as legal advisers. We are proud to offer many engagement opportunities including a firmwide DE&I Committee, Associates Committee, Pro Bono Committee, Affinity Groups, and Parenting Circle.
We proudly partner with Diversity Lab to implement innovative programs to advance Stoel Rives' DE&I goals, including the aggressive metrics-based goals we've adopted as one of five founding Move the Needle firms. Our efforts with Diversity Lab include certification under the Mansfield Rule, to boost the representation of diverse lawyers in our firm's leadership by broadening the pool of candidates considered for opportunities. Additional information on these programs, can be found here.