Post Date: 07/01/2019
Close Date: 08/01/2019
This is an exciting opportunity to work for one of the top law firms in the United States and the region. Stoel Rives is seeking a Manager of Administrative Support. This position is responsible for providing firm-wide direction, supervision, and coordination of Practice Assistant (legal secretarial) services and associated support services. This position will also serve as the Portland Office Administrator. The successful candidate has strong leadership skills, experience managing legal secretaries and/or associated support staff, and is able to foster a culture of high performance in a dynamic and fast-paced work environment. At Stoel Rives, you will find challenging work assignments, opportunities for professional growth and community involvement, and a culture of innovation. This position will be located in Portland.
1. Department Management
Oversight of relevant staff; address operational issues as they arise, ensure prompt resolution and effective, timely communication to those affected; manage administrative support resources to meet established department service level standards (SLAs); resolve general staffing and employee relations issues; field questions from firm staff regarding resources; administer performance management and professional development of supervised staff; deliver annual evaluations and compensation memoranda; monitor staff attendance, overtime, and absences in keeping with the firm’s policies; offboard employees upon termination; and support and enforce firm policies and procedures. This position will also be responsible for facilitating transition of administrative support for retiring or transitioning partners to FAST.
2. Office Administration (PDX)
Ensure that tasks associated with firm-wide projects or centralized functions are being performed and supported locally; and support the local Office Managing Partners with various office-wide events, programs, or initiatives including community sponsorships, alumni events/retirement parties, community service events, and annual combined giving campaigns
3. Leadership and Teamwork
Foster a culture of high performance, teamwork and continuous improvement by setting appropriate metrics, team and individual goals, regular team and individual meetings and continuous monitoring of feedback from the users supported; work collaboratively with department supervisors, managers and directors; provide coverage for other members of supervisor/management team during times of need; and manage organizational change to ensure effective implementation.
Prepare annual department expense budget as well as the annual Portland community sponsorship budget and summary memorandum; monitor and control expenses and provide monthly variance explanations; and approve expenses or invoice disbursement requests for managed budgets.
5. Strategic Planning
Assist with development of department strategy to align with the Firm’s strategic plan; implement initiatives and projects in line with department strategy; and monitor staffing levels for budget and workforce planning purposes.
6. Professional Development
Stay apprised of current trends in large law firm legal administrative support and technology; attend relevant industry seminars, networking events and conferences; share relevant information with others; develop action plan for incorporating lessons learned through continuing education into department strategy as necessary.
Other duties as assigned.
Have strong leadership, conflict resolution and problem solving skills; prioritize daily responsibilities and special projects and readjust as priorities change; coordinate resources to meet deadlines; maintain a calm, courteous, and professional demeanor at all times; be a constant-learner, flexible, proactive, efficient and resourceful; take initiative and follow through; work independently and in an interactive team environment; have prompt, regular, and predictable attendance; have strong organizational, grammar, and proofreading skills; pay attention to detail; have outstanding interpersonal and client service skills; have clear, effective, and professional verbal and written communication skills; and be proficient and fluent in reading, writing, and verbal communication in English.
Operate a telephone, personal computer, all types of photocopy equipment and other necessary office equipment; read and comprehend handwritten and typed notes or instructions; type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5 hour workday; learn and effectively use firm style and software applications; accurately proofread documents; accurately record and deliver phone messages; and carry files, binders, and pouches of files for short distances.
Accurately type a minimum of 90+ wpm; Proficiency in Microsoft Office Suite, Visio, MacPac, iManage, Workshare Compare, Adobe Acrobat and transcription software; Proficiency in Chrome River, Carpe Diem, Paperless Proforma, Intapp, Meeting Room Manager, SharePoint, Kronos, Box, Metadata Assistant and InterAction is strongly preferred. Working knowledge of federal and state labor laws pertaining to non-exempt employees preferred.
EDUCATION & EXPERIENCE
High school diploma or GED equivalent required; college degree preferred. Must have at least 3 years’ experience in law office management, cross-office management preferred. Must have at least 5 years’ experience providing administrative support in a large law firm.
NORMAL WORK HOURS
This position is exempt and not eligible for overtime compensation. Regular office hours for the Portland office are 8:30 a.m. to 5 p.m. (PT), Monday through Friday.
To apply please visit our website: https://www.stoel.com/about/careers/administrative-business-professionals/openings
Stoel Rives is an Equal Opportunity Employer
About Stoel Rives LLP: Stoel Rives is a leading U.S. corporate and litigation law firm. One of the largest national firms focused on energy, natural resources, environmental and climate change, Stoel Rives also serves the agribusiness, food and beverage, health care, life sciences and technology industries. With more than 350 attorneys operating out of 10 offices in seven states and the District of Columbia, Stoel Rives is a leader in regulatory and compliance matters, business, labor and employment law, intellectual property, land use, real estate development and construction law. For more information, follow us @stoelrives or visit www.stoel.com.