Gibson, Dunn & Crutcher LLP, a U.S.-based major international law firm, is seeking a Director of Administration to manage its Los Angeles & Century City, California offices. The offices have 261 lawyers, 68 retired partners, and 113 regular staff members. In addition, there are approximately one hundred eighty (180) Global Services personnel resident in the Los Angeles office. This individual will manage the day-to-day administrative and operational functions of the office, directly reporting to the Partners-in-Charge of the office and working closely with the Executive Director and the Chief Human Resources Officer as well as other Global Services personnel to achieve Firm-wide objectives. Has responsibility for the day-to-day human resources management within the office, including compliance with regulatory requirements as well as firm policies and procedures, recruiting, performance management and performance reviews. The Director of Administration is responsible for promoting and establishing a client service environment in support of the lawyers and Firm’s clients. Identifies and plans for changing needs of the office, lawyers and staff, while supporting the overall goals of the Firm. Responsible for management of the office’s administrative staff, including facilities, support services, secretaries, paralegals, reception and records. Also has responsibility for the preparation and management of the office budget, accounting functions, facilities management and maintenance of contracts and leases.
The successful candidate will have a thorough understanding of administration, facilities management, finance/accounting, Human Resources and purchasing. Ten or more years of progressively responsible work experience with large-sized legal or other professional service organization. To maintain effective relationships with partners, lawyers, clients and staff the Director of Administration must possess excellent interpersonal skills. The Director of Administration role is hands-on and will frequently participate actively in day-to-day operations and administration of the office.
Qualifications
1. Attends all meetings that involve the responsibilities described above, and handles event planning for related events or office events and retreats.
2. Prepares and manages the annual office budget. Responsible for planning, forecasting and variance analysis.
3. Oversees financial reporting and general ledger accounting.
4. Review of office expenses, invoice processing, and petty cash.
5. General knowledge of billing and client invoicing.
6. Recruiting, selection, training and development of staff personnel. Preparation of job descriptions. Projects and anticipates personnel needs.
7. Conduct orientation programs for new employees. Provide guidance and leadership to staff to ensure effective and efficient work flow.
8. Administers staff/secretarial performance evaluations.
9. Management of Secretary/Attorney Share Group Assignments. Paralegal support and allocation of resources. Ensures that the workload of subordinate staff is equitably assigned, reassigns work when necessary, and may determine work priorities.
10. Management of Personnel records. Monitors and approves time-off requests for staff members and approves electronic time records for all staff members.
11. Responsible for employee relations, motivating, counseling, discipline and discharge of subordinate staff.
12. Office Space Lease/Real Estate experience working with Building and/or Facilities Management. Space build-out, refurbishment/maintenance of existing space or office relocation.
13. Monitors management of the office records, storage, facilities, library, reception, support services (copy, mail, messenger/delivery services) and supplies.
14. Oversees the assignment of offices/workspaces and the movement of general office furniture and other items in personal offices and work areas as requested by the occupants.
15. Provides assistance to complete special projects that involve the operations of the firm.
16. Must be able to split time between Los Angeles and Century City offices on a regular basis and as business/service needs demand.
Experience
1. Thorough understanding of administration, facilities management, human resources and purchasing as normally acquired through a University degree in business administration, human resources management or a closely related field or the equivalent work experience.
2. Ten years of progressively responsible work experience with legal or other professional services organization with direct experience in managing business operations including planning, human resources and purchasing functions.
3. Ability to identify and analyze issues and problems and to recommend and implement solutions.
4. Willingness to be hands-on, very customer and service oriented. Flexible, with natural leadership.
5. Interpersonal skills necessary in order to maintain effective relationships with partners, lawyers, clients and staff in person, by e-mail and by telephone to manage staff, facilitate individual and group meetings dealing with the law office operation.
6. Ability to travel to locally via private or public transportation to manage the law office’s business.
7. Work occasionally requires a high level of mental effort and strain when performing essential duties. Must be able to perform the essential duties of the position with time constraints, interruptions.
8. Work frequently requires more than 40 hours per week to perform the essential duties of the position.
9. Proficient with MS Office 2010 (Word, Excel, Outlook and PowerPoint).
10. Familiarity with and proficiency in CMS time, billing and accounting systems preferred.
University degree in Business Administration, HR management or closely related field, required.
Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.