Administrative Services Manager

Cooley LLP; City of Westminster; On-site; GBP 80,000 - 100,000; Full time

Job summary

A law firm seeks an experienced Administrative Services Manager to oversee PA management and assist the Regional Director in London. Responsibilities include recruitment, budgeting, and managing office operations. Ideal candidates should have over 5 years of relevant experience and strong communication and leadership skills. The position offers a competitive benefits package including health insurance and enhanced family leave.

Benefits

Enhanced family leave

Health and dental insurance

Pension

Wellness programs

Qualifications

• 5+ years' office management experience in a law firm or professional services environment.
• Previous recruiting and people management experience of a PA population.
• Ability to work extended hours and travel as needed.

Responsibilities

• Assist the Regional Director in office management and PA oversight.
• Contribute to recruitment, training, performance management, and budgeting.
• Plan and organize office events, meetings, and communications.

Skills

Microsoft Office proficiency

Leadership skills

Verbal and written communication

Coaching skills

Organizational skills

Education

Bachelor's degree

Tools

iManage

HR software

Job description

Position Summary: The Administrative Services Manager will assist the Regional Director - Europe & Asia in various aspects of office management, including directly managing the London office PAs. Specific duties include, but are not limited to, the following, Supervisory:

PA Management Responsibilities

• In consultation with HR, manage all aspects of the PA employment, including participating in the hiring process, dealing with flexible working requests, requesting and providing feedback, and providing mentoring and coaching
• Coordinate and manage attendance, determine staffing needs and arrange overflow assistance for PA business professionals
• Regularly review PA timekeeper allocations to ensure balanced coverage and determine new hire allocations
• Monitor PA in-office attendance and handle ad hoc requests for changes in schedule
• Arrange evening, event support and weekend overtime coverage, including staffing for closings or special projects, as required by timekeepers and Directors where applicable
• Review and approve holiday requests. Determine need for holiday and leave of absence staffing by monitoring work and tracking leave schedules; arrange for coverage and communicate cover plans to timekeepers and PA cohort in timely manner
• Engage HR when secretaries raise leave of absence questions
• Support PAs throughout their introductory period, monitor performance and give timely feedback. Gather and collate feedback from timekeepers in their allocation and carry out introductory period evaluations. Liaise with HR for advice and guidance if any issues arise
• Proactively monitor and manage PA performance by obtaining regular feedback from their allocated timekeepers, conducting regular one-to-one meetings, and addressing any concerns as soon as they arise. Document any informal or formal performance improvement processes, seeking advice and guidance from HR as necessary
• Proactively encourage recommendations for monthly staff recognition award programme for PAs
• Participate in capability/disciplinary processes in conjunction with HR
• Carry out the mid-year and annual performance evaluation processes for PAs, including requesting and reviewing feedback, writing manager evaluations and conducting individual meetings.
• Formulate personal development plans and objectives for the PA team and encourage and monitor progress
• Submit to HR via Workday proposals for salary increases and bonuses
• Identify individual and group training needs amongst the PA cohort and, in consultation with the Professional Development team, investigate options for appropriate training
• Collaborate with members of other business departments to identify potential process improvements between their teams and the PA cohort and help to facilitate these
• Proactively and sensitively manage absences, maintain confidentiality and liaise with HR for support when required
• Schedule and lead regular PA meetings, coordinate social events for the team and encourage participation in office events
• Coordinate PA desk or timekeeper reallocation moves with Regional Director - Europe & Asia and Operations Manager

Recruitment

• Participate in recruitment process for PA roles as necessary
• Ensure necessary requisition process is followed before a recruitment process commences
• Liaise with timekeepers to determine staffing needs in applicable areas and recommend staffing/timekeeper assignments to Regional Director - Europe & Asia, maintaining optimum PA/timekeeper staffing ratios
• Review PA candidate applications in Workday, schedule and conduct interviews, keep a record of interview notes and deal with candidate personal data in accordance with GDPR requirements
• As part of the interview process, explain benefits and Cooley culture to applicants
• Work with HR to determine salary to be offered to new joiners to ensure salary equity within the firm, the office and the market
• Coordinate temporary staff, if necessary
• Working with HR, oversee the creation of new hire orientation (including IS training) schedule for all new PA hires
• Along with the Regional Director - Europe & Asia, lead various aspects of new hire orientation

Financial Management

• Prepare annual budget for PA costs and other assigned expenses; monitor and report on performance against budget
• Assist Regional Director - Europe & Asia in preparation of annual office budget and office credit card administration and reconciliation
• Code office invoices prior to sending to Finance for payment

Admin Management/Office Communications

• Provide information on firm policies and procedures, referring to HR when necessary
• Recommend policy changes to Regional Director - Europe & Asia and HK
• Assist Regional Director - Europe & Asia and Operations or Facilities Manager with emergency planning, serving on the local office Emergency Preparedness Team
• Participate as a member of the firmwide Crisis Management Team and attend annual risk assessment training
• Work with Regional Director - Europe & Asia to arrange and oversee office and firmwide training programmes such as office and firm updates; coordinate with internal/external presenters and provide appropriate material to attendees
• Work with Regional Director - Europe & Asia to gather, analyse, and report on office operation and administration data
• Work with Regional Director - Europe & Asia on onboarding new partner hires for London office
• Action office services tasks based on type of change forms sent, including new hires, terminations, moves, support changes and title changes
• Plan and organise office events, working with Regional Director - Europe & Asia, Pro Bono, DE&I and Social Impact and Sustainability leads in delivering office-wide charitable, social, and community engagement programmes
• Draft and circulate regular office newsletter, coordinating with timekeepers and business professional departments to gather content
• Draft and circulate office-wide new joiner announcements
• Maintain London operations and administration pages of Cooleynet
• Assist Regional Director - Europe & Asia in scheduling meetings and dinners for office and visiting director teams and for Cooley Board of Directors
• Create opportunities for collaboration with department managers and supervisors on local office-specific issues
• Recommend and implement (as approved by Regional Director - Europe & Asia) process improvements and changes that will increase efficiency and improve service levels
• Independently collaborate with colleagues in other offices to make processes, programmes, systems and events consistent across offices where logical and in the best interest of the firm
• Assist Regional Director - Europe & Asia with special projects across the regions, as needed
• In the absence of the Regional Director - Europe & Asia, serve as the lead administrative manager in the office to perform necessary functions with appropriate oversight and approval, if applicable
• All other duties as assigned or required

Required Qualifications

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Ability to work extended and/or weekend hours, as required
• Ability to travel, as required
• 5+ years' office management experience in a law firm or professional services environment
• Previous recruiting experience
• Previous people management experience of a PA population, including performance management
• Familiarity with basic UK employment law

Preferred Qualifications

• Bachelor's degree strongly preferred
• Experience with HR software

Competencies

• Ability to think critically in analysing and solving problems
• Strong coaching, interpersonal, and verbal and written communications skills
• Proven supervisory and leadership skills
• Conflict resolution/mediation skills
• Good presence and ability to work well with all personnel
• Professional demeanor
• Excellent organisational skills
• Reliable and cooperative manner
• Ability to work under pressure and handle multiple tasks while maintaining confidentiality
• Ability to plan for and keep track of multiple projects and deadlines
• Effective presentation skills

Benefits

Cooley offers an excellent benefits package and competitive compensation including:

• Enhanced family leave
• Health and dental insurance
• Group income protection
• Life assurance
• Pension
• Fertility benefits
• Wellness programs
• Employee discounts including a fitness and nutrition allowance
• And more!

A comprehensive benefits brochure will be provided to all candidates during the interview process.