Administrative Manager

Freeman Mathis & Gary, LLP; Chicago (IL); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits package

401K plan with employer contribution

Generous PTO

Job summary

Freeman Mathis & Gary, LLP in Chicago seeks an Administrative Manager to lead a team of legal support staff and oversee office operations. You will supervise assistants, manage staffing, timekeeping, and performance reviews while ensuring a productive, compliant work environment.

You will recruit, onboard, and train staff, coordinate with facilities and IT, and drive continuous improvement in administrative processes.

Qualifications

• Bachelor’s degree in business administration or related field preferred.
• Minimum 3–5 years’ experience in a management/supervisory role in a professional service setting.
• Ability to work independently with little supervision in a fast-paced environment.
• Ability to communicate effectively with all levels of management.
• Ability to handle sensitive information confidentially.
• Strong multi-tasking, prioritization and time-management skills.

Responsibilities

• Supervise legal assistants, receptionist, office supervisor/coordinator, and interns.
• Monitor staffing ratios and workflow among legal support staff.
• Manage timekeeping, PTO, hours, breaks, and overtime for direct reports.
• Conduct performance reviews and provide coaching.
• Recruit, interview and hire legal support staff with collaboration from leadership.
• Handle onboarding/offboarding and IT/user account setup.
• Collaborate on staff training and development.
• Ensure Chicago office is functional, safe, and stocked with supplies.
• Coordinate with property managers and vendors for office ops.
• Plan and promote office events and meetings.
• Perform other administrative duties as needed.

Skills

Leadership

Communication

Organization

Time management

Confidentiality

Problem solving

Initiative

Adaptability

Education

Bachelor’s degree in business administration or related field

High School Diploma

Job description

Freeman Mathis & Gary, LLP is a nationally recognized Am Law 200 law firm with over 500 attorneys servicing clients in 40 offices and 22 states seeking an Administrative Manager in our Chicago office. The Administrative Manager will supervise a group of legal support staff as well as provide support for office operations in the Chicago Office. The position provides leadership to personnel supporting the attorneys of the Firm. The primary purpose is to ensure all attorneys have the necessary assistance and suitable physical work environment for the practice of law.

The following set of success factors describe the characteristics of those who are successful in our Firm:

• Unpretentious, Approachable, Respectful, Team Oriented
• Organized, Timely, Confidential, Responsive (within 24 hours)
• Accountable, Takes Ownership, Corrects Mistakes
• Adept and Creative Problem Solver

Duties and Responsibilities:

• Supervise legal assistants, receptionist, office supervisor/coordinator, and interns.
• Monitor and coordinate legal assistant/attorney staffing ratios and workflow.
• Manage timekeeping of direct reports by reviewing and approving weekly timecards, PTO requests, monitoring and managing hours, breaks and overtime requests.
• Assess staff performance, provide coaching/guidance and address performance issues when needed, conduct annual performance reviews of direct reports in collaboration with Regional Administrative Manager.
• Understand and able to perform basic employee relations.
• Collaborate with Regional Administrative Manager to recruit, interview and hire legal support staff: review/vet resumes, conduct and coordinate interviews, and obtain final approval for hiring.
• Employee onboarding duties (determine office seating, ensure office services and IT have set up office/workstation and created required User accounts) and offboarding duties.
• Collaborate with Regional Administrative Manager on the development and implementation of training for assigned staff.
• Ensure the Chicago office is functional, safe, and adequately stocked with necessary supplies.
• Interact with property managers and manage vendors in support of office operations.
• Plan, schedule and promote office events (e.g. monthly breakfasts, happy hours, holiday parties, staff meetings, partnership meetings).
• Other administrative duties and projects as requested

Education, Experience, and Skills:

• High School Diploma required. Bachelor’s degree in business administration, management, or related field preferred.
• Minimum 3-5 years’ experience in a management/supervisory role in a professional service setting.
• Ability to work independently with little to no supervision and perform in a fast-paced, dynamic work environment.
• Determination and desire to drive continuous improvement of operations.
• Ability to communicate effectively with all levels of management.
• Ability to work with sensitive information while maintaining confidentiality.
• Ability to multi-task, prioritize and work under tight deadlines.
• Excellent organizational skills for optimal workflow and efficiency.
• Excellent time management, interpersonal and communication skills.
• Adaptable to changing priorities and work demands.
• Pro-active, follows through with minimum direction, and displays initiative.
• Exhibits a positive attitude and has confidence.

What we offer:

• Competitive compensation
• Comprehensive benefits package, including medical, dental, and vision
• HSA and FSA plans available for employees and dependents
• Work-life balance
• Generous PTO policy
• 401K plan including a 3% Employer Safe Harbor contribution
• Firm paid life insurance and long-term disability
• Employee Assistance Program
• Year-end bonuses and referral fee programs

EEO Statement

Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunities to all applicants and employees by maintaining a workplace free of discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status as provided by law. FMG complies with all applicable federal, state, and local laws. This position is subject to our drug‑free workplace policy, which includes the ability to pass a pre‑employment drug screen. Employees may be subject to reasonable‑suspicion drug testing in accordance with Firm policies outlined in the Employee Handbook.