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Senior Office Administrator

Ogletree Deakins Law Firm


Location:
Indianapolis, Indiana 46204
Date:
08/07/2017
2017-08-072017-09-06
Job Type:
Employee
Job Status:
Full Time
Categories:
  • Legal
  • Administrative
  • Employee Relations
  • Training/Development
Ogletree Deakins Law Firm
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Job Details

Our Indianapolis, IN office has an exciting opportunity for a Senior Office Administrator to join our team and take a strategic role in managing local administrative and operational functions including HR, Marketing and Event Planning, Finance, Facilities Management, and Committee Meetings.

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments and strongly encourage the interest of diverse candidates in the firm. 

Summary of Position:

The Senior Office Administrator is responsible for the business administration of the local office, including all support functions and non-attorney staff coordination.  Utilizing leadership skills and knowledge of law firm operations, this position will independently manage the operations of the office, including human resources, marketing and event planning, local financial planning and controls, facilities and information systems oversight, as well as other tasks. The position will also work closely with the Managing Shareholder in the development and ongoing administration of the office’s strategic plan.

 

Essential Duties and Responsibilities:

Managing Office Administration and Operational Functions, including:

Human Resources – With minimal supervision from Firm HR Director:

  • Staff Recruiting, Onboarding and Orientation
  • Coordinates Payroll and Employee Benefits issues with Administrative Office
  • Manages staff and administrative workloads; allocates office resources efficiently
  • Coordinates and provides feedback on annual staff evaluations
  • Employee Relations

 

 

Marketing and Event Planning

  • Works closely with the Managing Shareholder to plan and coordinate local marketing events including briefings, roundtables and seminars
  • Assists shareholders with enhancing the firm’s visibility and image in the local market and throughout the firm

 

Finance

  • Prepares and monitors annual budget on a monthly basis
  • Works closely with attorneys and Accounts Receivable to assure collections of receivables are managed

 

Strategic Planning

  • Works closely with the Managing Shareholder to develop and support the office’s Strategic Plan initiatives

 

Computer Systems and Telecommunications

  • Oversees all technology and telecommunications within office
  • Acts as Liaison with HelpDesk and onsite IT Staff

 

Facilities

  • Acts as Liaison between firm and landlord regarding building security and access, facilities projects, maintenance requests, and related issues
  • Oversees records storage and management

 

Committees and Meetings

  • Attends local Shareholders’ meetings and chairs local Staff meetings
  • Plans office social functions
  • Attends Annual Office Administrators Forum, an annual event with all 52 of Ogletree Deakins’ Office Administrators. This event is fun, educational, and a great way to learn more about Firm colleagues and protocols for the Office Administration Function.

Requirements

  • Education: Bachelor’s Degree from an accredited University is required; J.D. from an accredited Law School is a plus.
  • Experience: Six or more years of Office Management or 10 years combination of experience and education. Law firm experience, including supervision of administrative staff and operations, is required.  Some HR experience is a plus.
  • Candidates must be professional and have significant and proven experience in managing others, including directing workload, performance management and training, staffing and recruitment.
  • Excellent oral and written communication skills.
  • Positive attitude and experience with maintaining a positive office moral.
  • Advanced proficiency in all Microsoft applications, including Word, Excel, PowerPoint, and Outlook, plus Document Management Systems.
  • Prioritization skills are a must.

 

Benefits
Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Sick Time, a 401K matching program, Profit Sharing, 9 Paid Holidays, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account (HSA)/Flexible Spending Accounts (FSAs) to help offset the cost of dependent care and/or health care expenses, Teladoc (24/7 access to a doctor by phone or online video), Tuition Reimbursement and an EAP Program

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