Responsible for the day-to-day operations of the Palo Alto office in support of our clients and our lawyers. At the direction of the West Coast Director of Administration and/or the Palo Alto Managing Partner, supervises the support staff responsible for various office operations including recruitment, monitoring workflow, and human resources activities including performance evaluations, staff development, conflict resolution, life and safety and other activities. Responsible for facilities including leasehold improvements and space planning, office maintenance, and internal and external moves. Plans and executes all office activities and social events. Participates in budgetary matters for the Palo Alto office.
Accounting: Through coordination with the regional accounting manager, prepares/monitors budget for the Palo Alto office, supervises daily accounting functions, approves all non-client invoices, ensures completion of time entry and pro formas by month-end deadline.
Facilities: Manages facilities function for the Palo Alto office (furniture, painting, office maintenance, repairs, etc.).
Secretaries: Maintains adequate secretarial staffing to support the Firm's needs, which includes projecting staffing needs. Confers with the Human Resources Director to discuss staffing needs, including secretarial reassignments, unmanageable workloads, and conflicts between secretary and attorney. Assists the Training Manager with the analysis, development and implementation of training programs for the secretarial staff. Meets with the attorneys to discuss secretarial and work overflow needs. Maintains harmony among secretarial staff and resolves conflicts in the department. Responsible for improving morale. Makes recommendations to resolve problems as needed. Maintains and manages Time & Attendance system for secretarial department, and approves time off requests for secretarial staff. Observes the quality and production of work performed by the secretaries.
Supervisory: Supervises non-legal staff, including recommendations for hiring, firing, performance evaluations and counseling, training, work allocation and problem resolution. Participates in reviews of all non-legal staff and collaborates with the West Coast Human Resources Director on employee relations issues and disciplinary meetings. Supervises daily functions of on-site Office Services personnel. Works collaboratively with the West Coast Team responsible for administrative functions, and has an appropriate working knowledge of technology infrastructure and event planning.
Miscellaneous: Performs miscellaneous job duties as assigned by the West Coast Director of Administration and/or the Palo Alto Managing Partner.
To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email firstname.lastname@example.org (current employees should contact Human Resources).
Education and/or Experience:
Bachelor's degree (B.A. or B.S.) from an accredited college or university.
Supervisory, Human Resource Management, facilities and technology experience.
Experience in the legal field.
Other Skills and Abilities:
The following will also be required of the successful candidate:
Strong organizational skills
Strong attention to detail
Strong interpersonal communication skills
Strong analytical and problem solving skills
Able to work harmoniously and effectively with others
Able to preserve confidentiality and exercise discretion
Able to work under pressure
Able to manage multiple projects with competing deadlines and priorities
Sidley Austin LLP is an Equal Opportunity/Affirmative Action Employer.