Office Manager

Ropes & Gray LLP.; Milano; In loco; EUR 45.000 - 60.000; Tempo pieno

Descrizione del lavoro

Ropes & Gray LLP Milan seeks an Office Manager to oversee day-to-day administrative operations of the Milan office, lead non-legal staff, and align local practices with firm-wide policies. The role collaborates with multiple stakeholders to promote smooth operations and cross-office coordination.

Reporting lines to Global Administrative Services Officer and Senior Manager, Europe, the Office Manager will manage office services, HR-related tasks, facilities, finance support, vendor relationships,

Competenze

• Bachelor's Degree or equivalent in Business, Finance or related discipline.
• 10+ years of relevant experience managing legal secretaries and administrative support, including 3–5 years in administrative management in a law firm with 15+ lawyers.
• Ability to work in a matrix management environment with strong influence, facilitation, motivation and resolution skills.
• Thorough understanding of the legal secretarial role and attorney/secretary relationships.
• Ability to manage complex problems, set priorities and organize work amidst conflicting deadlines.
• Strong oral and written communication skills.
• Strong coaching and mentoring skills and interpersonal skills to motivate change.

Mansioni

• Oversee day-to-day office operations of Milan office and supervise Secretaries and Receptionist(s).
• Coordinate with HR, Finance, OGC and other departments to develop and implement policies.
• Support recruitment, onboarding, and performance processes for business support staff.
• Ensure compliance with health, safety and legal obligations and manage vendor contracts.
• Assist with budgeting, financial reporting and liaison with Finance on billing and expenditures.
• Collaborate with global and regional offices to promote collaboration.

Conoscenze

Matrix management

Communication (oral & written)

Coaching & mentoring

Problem solving

Interpersonal skills

Formazione

Bachelor's Degree in Business/Finance or related

Strumenti

Outlook

Word

Excel

PowerPoint

Descrizione del lavoro

The role

The Office Manager oversees the day-to-day administrative operations of the Milan office in collaboration with various stakeholders. The position also provides leadership to non-legal staff, supports strategic global or regional initiatives, ensures the office operates in line with both local and firm-wide policies and develops and maintain relationships with colleagues in other offices and functional departments to promote collaboration.

Reporting Lines

The Office Manager reports directly to the Global Administrative Services Officer in close collaboration with the Senior Manager, Office Administration, Europe, and operates within a matrixed organizational structure, having multiple dotted reporting lines across different functions or geographic locations.

Essential Functions

Management / Human Resources

Working in conjunction with the Director of Human Resources, Europe:

• Provide day-to-day oversight of the office, including direct management of Secretaries and Receptionist(s), and matrix management of other business support personnel as required. (Office Services, IT/AV, and Conference Services teams.)
• Represents the office to firm-wide department management and provides point of contact for communication and coordination.
• Develop, review, update, and implement office policies and procedures to meet both local and firm needs, in collaboration with HR, Finance, OGC, and other departments.
• Collaborates with the HR business partner in managing and resolving non-legal staff performance and employee relations issues i.e. medical leaves, parental leaves, off boarding etc.
• Work with HR business partner and aligned hiring managers to support business support recruitment efforts (proposing recruiting sources, job postings, agency partnerships, LinkedIn outreach, offers, etc.) Participates in the interview process for potential candidates, supports onboarding of new hires.
• Manages and conducts orientation of new business support. Coordinates with Legal Recruiting department to support new associate programs, intern programs and lateral associate and partner onboarding.
• Ensure compliance with required training and legal obligations (e.g., annual policy acknowledgements, right to work checks for non-EU nationals), and identify and elevate potential compliance risks to the HR team for appropriate action.
• Assist with driving annual performance management process for business support (GPS+).
• Negotiates with firm’s contractors and vendors. Manages and supervises all contractors and vendors.
• 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

• Recommends partner, associate, paralegal and other business support office assignments to the Office Managing Partner. Once approves, executes on room moves.
• Interfaces with property manager for day to day building services issues.
• Local subject matter expert and local lead for office build-outs and/or move activity.
• Ensures the security of the firm’s buildings and real estate.

Finance

Working in conjunction with the Director of Finance, Europe & Asia:

• Supports accurate financial reporting and compliance with firm and local policies.
• Assists with annual budgets, forecasts, and financial reports for the Milan office.
• Provides input to the OMP on financial targets and monitors performance.
• Coordinates with Finance on billing, collections, payments, and expense reimbursements.
• Reviews financial reports, variances, and expenditure to support effective oversight.
• Liaises on audit, treasury, tax, and statutory reporting matters to ensure compliance with firm and local requirements.

Business Continuity

• Works 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.
• Addresses the health and safety of the office, and implements a Health & Safety policy ensuring the firm is compliant with all relevant law & regulations.

The above is intended to describe the general content of and requirements for the performance of this job.It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

Qualifications and Skills

• Bachelor's Degree or the equivalent in Business, Finance or a related discipline.
• Ideally 10+ years of directly related experience managing legal secretaries and/or administrative support. At least 3-5 of those years should be in administrative management in a law office of more than 15 lawyers (preferably a branch office of a large law firm).
• Ability to work in a matrix management environment. Strong influence, facilitation, motivation, and resolution skills.
• Thorough understanding of legal secretarial role and responsibilities and attorney/secretary relationship.
• Must demonstrate the ability to manage and solve complex problems, establish priorities and organize work. Ability to be flexible and able to manage conflicting deadlines and requests.
• Strong oral and written communication skills.
• Strong coaching and mentoring skills. Ability to utilize interpersonal skills to motivate individuals toward common goal or influence change.
• Working knowledge of computer software programs such as Outlook, Word, Excel, and PowerPoint.