Manager, Administrative Assistants

davispolk; New York (NY); On-site; USD 150,000 - 190,000; Full time

Job summary

Davis Polk & Wardwell LLP in New York, NY, seeks a Manager of Administrative Assistants to oversee administrative support across floors and ensure high-quality service for attorneys and business professionals. You will supervise staff, ensure adherence to policies, and drive ongoing process improvements.

The role manages staffing, performance reviews, onboarding, training support, and records maintenance, while collaborating with HR to plan talent needs and continuity across the firm.

Qualifications

• Lead teams, manage competing priorities in a fast-paced environment.
• Strong interpersonal and leadership skills with the ability to collaborate across levels.
• Excellent written and verbal communication.
• Strong organizational skills, attention to detail, and sound judgment.
• Ability to handle confidential firm and client information with discretion and professionalism.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook; familiarity with Workday is a plus.
• Knowledge of business operations and HR principles.
• Flexibility to respond to changing priorities and day-to-day operational needs.

Responsibilities

• Supervise administrative assistants on assigned floors, providing day-to-day leadership and support.
• Promote adherence to firm policies, procedures, and administrative practices.
• Evaluate workflows and practices to improve efficiency and service delivery.
• Coordinate staffing coverage and weekly scheduling for attorneys and staff.
• Approve time-off requests and overtime per firm procedures.
• Address performance-related matters and document discussions.
• Manage performance evaluation process including reviews.
• Onboard new administrative assistants and support training.
• Maintain departmental records and reports (headcount, Workday).
• Communicate staffing updates to assistants and attorneys as needed.
• Maintain a visible presence to support staff and operations.
• Lead special projects and other assignments as directed.
• Stay current on firm systems and tools used in administration.

Skills

Leadership

Communication

Organization

Discretion

HR knowledge

Education

College degree

Tools

Word

Excel

PowerPoint

Outlook

Workday

Job description

Davis Polk & Wardwell LLP (including its associated entities) is an elite global law firm with world-class practices across the board. Clients know they can rely on Davis Polk for their most challenging legal and business matters. From offices in the world's key financial centers and political capitals, our more than 1,000 lawyers collaborate seamlessly to deliver exceptional service, sophisticated advice and creative, practical solutions. Visit davispolk.com .

Position Summary

The Manager, Administrative Assistants oversees administrative support staff and helps ensure the delivery of high-quality support to attorneys and business professionals across assigned practice floors. This role is responsible for maintaining consistent administrative operations, supporting staff performance and development, promoting adherence to firm policies, procedures, and service standards, and regularly evaluating working practices to ensure they remain effective, efficient, and aligned with the firm's evolving needs.

Essential Duties and Responsibilities

Responsibilities include, but are not limited to:

• Supervise administrative assistants on assigned floors, providing day-to-day leadership, guidance, and support
• Promote consistent adherence to firm policies, departmental procedures, and administrative best practices
• Evaluate current administrative workflows and working practices to ensure they remain fit for purpose, and recommend improvements or new ways of working to enhance efficiency, service delivery, and team effectiveness
• Coordinate staffing coverage, overflow support, and weekly scheduling needs to ensure seamless support for attorneys and staff
• Approve time-off requests and overtime in accordance with firm procedures
• Address performance-related matters, document discussions and other employee-related processes
• Manage performance evaluation process including gathering partner and o feedback, generating reviews, and conducting administrative assistant reviews
• Welcome new administrative assistants and support onboarding to ensure a smooth transition into the firm
• Work with the training team to support new hire and ongoing training as needed
• Maintain and update departmental records and reports, including headcount, Workday, and other related information
• Communicate staffing, coverage, and office move updates to assistants and attorneys, as needed
• Maintain a visible presence to ensure support to staff, attorneys, and operational needs
• Manage special projects and other assignments as directed
• Stay current on firm systems, applications, and tools used to support administrative operations

Talent Management & Workforce Planning

• Lead the recruitment and selection process for administrative professionals, including interviewing candidates, evaluating qualifications and skill sets, and assessing overall alignment with business and team needs.
• Partner with leadership and HR to identify current and future staffing needs, develop talent strategies, and ensure the administrative organization has the skills and resources necessary to support evolving business demands.
• Proactively assess team capabilities, identify skill gaps and development opportunities, and implement strategies to maintain internal talent pipelines.
• Develop and maintain business continuity and succession plans ensuring appropriate cross-training, knowledge transfer, and coverage for critical responsibilities.

Qualifications/Position Requirements

• Demonstrated ability to lead teams, manage competing priorities, and meet deadlines in a fast-paced environment
• Strong interpersonal and leadership skills, with the ability to build effective working relationships across all levels of the firm
• Excellent written and verbal communication skills
• Strong organizational skills, attention to detail, and sound judgment
• Ability to handle confidential firm and client information with discretion and professionalism
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and other relevant business applications
• Knowledge of business operations, administrative management practices, and general human resources principles
• Flexibility to respond to changing priorities and day-to-day operational needs

Education and/or Experience

• Minimum 3-5 years' managerial experience
• College degree preferred

Compensation

The expected base salary for this position ranges from $150,000 - $190,000. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, anticipated assignment, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. Davis Polk offers a competitive salary and comprehensive benefits package.