Administrative Support Manager

Hall Booth Smith, P.C; Atlanta (GA); In loco; USD 70.000 - 95.000; Tempo pieno

Descrizione del lavoro

Hall Booth Smith, P.C. in Atlanta seeks an Administrative Support Manager to oversee firmwide administrative staffing, onboarding, training, and performance coaching for legal assistants, receptionists, and administrative staff.

You will coordinate workload across offices, develop coverage plans, and partner with HR and IT to ensure access and continuity. The role emphasizes engagement, retention, and firmwide governance while upholding service standards.

Competenze

• No specific degree required; demonstrated mastery of law firm administrative support practices through relevant education, training, and experience is required.
• Minimum of four years of law firm experience, including experience as a legal assistant or in a comparable legal support role.
• Experience in a multi-office or national law firm, providing initial training to administrative support personnel, or supporting litigation or insurance defense practices preferred.

Mansioni

• Oversee legal assistant assignments across attorneys and legal teams to promote balanced workloads and advise the Director of Legal Operations on team placement and reassignments.
• Monitor workload and staffing needs by office and practice area and recommend changes when imbalances or service gaps arise.
• Coordinate onboarding and role-specific training for newly hired legal assistants, receptionists, and administrative assistants.
• Serve as a firmwide point of contact and advocate for legal assistants, receptionists, and administrative assistants.
• Address performance concerns early through coaching and training, and coordinate with HR on escalation when needed.

Conoscenze

Legal admin

Calendar management

Document management

Relationship building

Organization

Discretion

Microsoft 365

iManage

Formazione

No degree required

Strumenti

Microsoft 365

iManage

Court e-filing

Descrizione del lavoro

Purpose of the Job:

The Administrative Support Manager provides firmwide administrative management for the firm's legal assistants, receptionists, and administrative assistants. The position coordinates staffing assignments and coverage, supports onboarding and training, addresses performance concerns through early coaching, and advances engagement and retention. This role complements the Legal Team Development Manager, who supports paralegals and Legal Nurse Consultants, so that each legal support group has a dedicated firm-level point of contact.

Key Responsibilities:

Workflow and Assignment Management

• Oversee legal assistant assignments across attorneys and legal teams to promote balanced, sustainable workloads and advise the Director of Legal Operations on team placement and reassignments.
• Monitor workload and staffing needs by office and practice area and recommend changes when imbalances or service gaps arise.
• Partner with legal teams and office leadership to coordinate assignment changes resulting from new hires, departures, attorney moves, or other staffing changes.

Coverage and Temporary Support

• Coordinate temporary reassignment of work when a legal assistant is absent or a position is vacant.
• Assess available capacity and assign internal legal assistant support before recommending outside temporary assistance in consultation with the Director of Legal Operations and Human Resources.
• Develop and maintain coverage and backup plans for administrative support functions across offices.
• Coordinate with Information Technology to ensure covering personnel have the files, systems, permissions, and other access needed to support assigned teams.

Onboarding and Training

• Coordinate onboarding and role-specific training for newly hired legal assistants, receptionists, and administrative assistants.
• Develop, maintain, and deliver training on firm procedures, systems, service standards, and administrative support practices.
• Work with the Director of Legal Operations to keep administrative support standards, guides, and resources current.
• Identify individual and group skill gaps and recommend appropriate training, coaching, or resources.

Morale, Engagement, and Retention

• Serve as a firmwide point of contact and advocate for legal assistants, receptionists, and administrative assistants.
• Coordinate with Human Resources on engagement, recognition, team-building, and retention initiatives for administrative support personnel.
• Identify and raise workload, working-relationship, or office concerns early so they can be addressed before they affect service or retention.
• Collaborate with the Legal Team Development Manager on firmwide planning, team discussions, and training that affect multiple legal support groups.

Performance Support and Coordination

• Address performance concerns early through coaching, clarification of expectations, training, and other support before formal corrective action is considered.
• Advise the Director of Legal Operations and supervising partners on observed concerns, performance reviews, and recommended next steps.
• Partner with Human Resources when performance or conduct concerns progress to formal corrective action or a performance improvement plan.

Program Governance and Role Boundaries

• Manage the firmwide administrative support program while supervising partners and legal teams retain responsibility for daily work assignments, case-level supervision, and quality review of legal work.
• Provide recommendations concerning hiring, termination, and formal performance decisions; final decisions remain with the appropriate firm leaders and Human Resources.
• Perform other administrative management duties consistent with the position and the needs of the firm.

Required Qualifications:

Education

• No specific degree is required; demonstrated mastery of law firm administrative support practices through relevant education, training, and experience is required.

Experience

• Minimum of four years of law firm experience, including experience as a legal assistant or in a comparable legal support role.
• Experience in a multi-office or national law firm, providing initial training to administrative support personnel, or supporting litigation or insurance defense practices preferred.

Skills

• Strong knowledge of legal assistant responsibilities, including calendaring, court filing, and document management.
• Strong working knowledge of firm policies, procedures, and service standards applicable to administrative support roles.
• Ability to build effective relationships with attorneys and staff at all levels and to coordinate work across offices and legal teams.
• Strong organization, prioritization, and follow-through across multiple people, assignments, and locations.
• Sound judgment and discretion when handling sensitive personnel matters and confidential information.
• Proficiency with Microsoft 365 and familiarity with iManage, court e-filing systems, and related law firm technology.
• Clear written and verbal communication, coaching, problem-solving, and conflict-resolution skills.

Physical Requirements:

1. Ability to remain stationary and use a computer, telephone, and other office equipment for extended periods, with or without reasonable accommodation.
2. Ability to travel independently to firm offices, including occasional travel to the Atlanta office when based elsewhere, with or without reasonable accommodation.

Performance Measures:

Goals

• Maintain balanced administrative support assignments and provide timely, reliable coverage for absences and vacancies.
• Deliver consistent onboarding and training that prepares new administrative support employees to meet firm standards.
• Identify staffing, workload, relationship, and performance concerns early and coordinate appropriate support or escalation.
• Maintain current support standards and resources and contribute to improved engagement and retention.

Competencies

• Resource planning and workflow coordination.
• Coaching, training, and employee development.
• Communication and relationship management.
• Judgment, discretion, and confidentiality.
• Organization, accountability, and follow-through.
• Collaboration and service orientation.

Working Conditions:

1. Professional, multi-office law firm environment with frequent virtual and in-person coordination across attorneys, legal teams, offices, and business departments.
2. Standard business hours with occasional travel and schedule flexibility to respond to urgent coverage needs, staffing changes, onboarding, or training requirements.