Job Description
Office Administrator at Takeda summary:
The Office Administrator manages daily operations of a large Chicago law firm office, overseeing Legal Executive Assistants, Reception, and matrix-managed teams including IT/AV, Facilities, and Conference Services. Responsibilities include team leadership, vendor management, office community engagement, business continuity planning, facilities coordination, and financial oversight. The role requires 5-10 years of experience in legal or professional services administration, strong leadership, and communication skills, with a focus on maintaining smooth administrative functions and compliance.
Insight Global is seeking an Office Administrator to join a prestigious law firm in Chicago, IL. This firm generates $3 billion in revenue and caters to clients in key hubs of business, finance, technology, and government. The Office Administrator oversees the day-to-day management of the Chicago office, including direct responsibility for the LEAs, Reception, and matrix management of Office Services, IT/AV, Facilities and Conference Services team members. This position is the office go-to person for the Chicago office and ensures administrative operations run smoothly.
Day-to-day responsibilities may include:
• Management
o Provides day-to-day oversight of the office including direct management of Legal Executive and Administrative Assistants and Receptionists, and matrix management of Office Services, IT/AV, and Conference Services teams.
o Conducts regular 1:1s, team meetings and bi-annual performance reviews; manages team assignments, holiday and team coverage, workflow, training, and performance expectations for LEAs.
o Collaborates with the HR Department in resolving performance and employee relations issues, as well as proposing recruiting sources and participating in the interview process for potential candidates as required.
• Office Community involvement & Business Continuity
o Proactively organizes and hosts fun and creative social events to increase engagement, strengthen relationships, and maintain office morale. Collaborates with Conference Services and Events team to support office-wide events (staff appreciation, holiday party, etc.) as well as other internal and client meetings/events.
o Partners with the Manager of Business Continuity to develop, maintain and communicate the local office particulars of all business continuation plans for emergencies, disasters or pandemics. Plans and supervises emergency evacuation drills and CPR/AED training for business support.
o Implements an environmental policy for the office; addresses the health and safety of the office and implements a Health & Safety policy ensuring the firm is compliant with all relevant law & regulations.
• Vendor Management
o Negotiates with firm's contractors and vendors. Manages and supervises all contractors and vendors.
o Conducts regular reviews of vendors and contracts in place to ensure proper service levels are realized. Recommends changes and ensures smooth transition to new vendors as necessary.
• Facilities
o Local point of contact for office build-outs and/or move activity. Coordinates with local vendors and other firm personnel to execute against plans. Interfaces with property manager for day-to-day building services issues and ensures the security of the firm's buildings and real estate.
o Works with firm-wide operations managers to ensure that all operations' Infonet pages are up-to-date, particularly with respect to local office page, business continuity and emergency procedures.
o Monitors leasing and any sublease arrangements and responds to subtenant requests; coordinates tenant improvement construction projects.
• Finance
o Maintains proper financial controls, contributes to planning the annual budget in collaboration with Office Managing Partner and Director of Office Administration.
This is a full-time position and will be based in Chicago, IL - in office 5 days a week.
Compensation
Base salary ranges from $130k-$180k. This role is eligible for a discretionary bonus based on performance.
(Exact compensation may vary based on several factors, including skills, experience, geographic location, education, and consideration of internal equity.)
Benefits packages for this role include: comprehensive health and well-being benefits, personal and professional development, career growth opportunities.
We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy:
Required Skills & Experience • 5-10 years of experience managing legal secretaries and/or administrative support within a law firm (preference) or professional services organization
• Thorough understanding of legal secretarial role and responsibilities and attorney/secretary relationship
• Ability to manage and solve complex problems, establish priorities and organize work
• Strong leadership skills, with excellent communication and interpersonal skills
• Proficiency in Excel, Word, and PowerPoint
• Bachelor's degree or the equivalent in Business, Finance or a related discipline
Nice to Have Skills & Experience • Experience working in Big Law
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.
Keywords:
office administration, legal office management, staff supervision, vendor management, business continuity, facilities coordination, team leadership, law firm administration, employee relations, budget planning
Job Tags
Full time, For contractors, Work at office, Local area,