Office Administrator at Ogletree Deakins Washington DC

Ogletree Deakins; Washington (District of Columbia); On-site; USD 133,300 - 200,000; Full time

Benefits offered by this job

Paid Time Off

401(k) matching

Health Insurance

Parental Leave

Flexible Spending Accounts

Job summary

Ogletree Deakins in Washington, DC invites an experienced Office Administrator to lead the business operations for the DC and Richmond offices. You will oversee HR, budgeting, facilities, and IT coordination while partnering with the Office Managing Shareholder on strategic plans.

The role requires strong leadership, vendor management, event planning, and a proactive approach to service delivery in a busy law firm environment. This is a full-time, on-site position.

Qualifications

• Bachelor's degree and 4+ years of Office Management or 6+ years combined experience and education.
• Experience in managing others, including staffing, performance management, and training.
• Experience in managing remote staff and coordinating across offices.

Responsibilities

• Oversee office operations for the Washington, DC and Richmond offices and serve broader initiatives.
• Lead human resources processes including onboarding, benefits coordination, and performance management.
• Prepare and monitor budgets, review financial reports, and manage vendor relationships.
• Coordinate local marketing events, communications, and office spaces.
• Collaborate with office leadership on strategic planning and business continuity.
• Ensure safety protocols, facilities maintenance, and IT coordination are in place.

Skills

Office management

Human Resources

Leadership

Communication

Event planning

Staff management

Budgeting

Education

Bachelor's degree

Tools

Microsoft Office Suite

HRIS systems

Accounting software

Job description

Office Administrator job at Ogletree Deakins. Washington DC.

Position Summary

Ogletree Deakins has an exciting opportunity for an experienced Office Administrator to join the Firm's Washington D.C. office. The Office Administrator is responsible for the business administration of the Washington D.C. and Richmond, VA offices and may assume responsibility for additional Ogletree Deakins offices and/or practice groups as appropriate, including all support functions and coordination. The Office Administrator will manage all operations of the assigned office(s), including human resources, financial planning and controls, marketing and event planning, facilities, information systems, and other tasks. The position will also work closely with the Office Managing Shareholder(s) ("OMS") in the development and ongoing administration of the offices’ strategic plan. The Office Administrator may also be provided opportunities to collaborate on broader initiatives that support continuous improvement efforts in benefit of Firm interests.

Essential Functions

Human Resources

• Communicate and enforce policies and procedures
• Conduct interviews and make recommendations on the selection of employees
• Initiate new employee intake process, employee status change requests, and exiting employee process
• Conduct New Hire onboarding including orientation and training of Firm systems and processes
• Coordinate Employee Benefits issues with Human Resources
• Optimize planning and utilization of office resources to efficiently and effectively meet office needs
• Coordinate and provide feedback on annual business service professionals evaluations and compensation
• Provide clear expectations of employees under their leadership, including assessing training needs and facilitating development opportunities
• Actively manage employee performance, identify and document performance issues to resolve through counseling, performance improvement plans, and other resources within the Firm
• Champion positive and engaging work environment and motivation

Financial Management and Budgeting

• Prepare and monitor office budget, making recommendations for cost efficiencies, capital expenditures, and operational needs
• Regularly review and analyze monthly financial reports, working closely with OMS to address profitability and attorney productivity issues
• Review and approve invoices and expenses for the office
• Build and maintain vendor relationships: negotiation of rates; prompt approval and processing of payments; resolution of billing discrepancies; oversight of office supplies and services being provided
• Responsible for administration of the office checking account, Firm credit card, and attorney trust account

Marketing and Event Planning

• Work closely with the OMS to plan and coordinate local marketing events including briefings, roundtables and seminars
• Assist shareholders with enhancing the Firm’s visibility and image in the local market and throughout the Firm

Facilities

• Responsibility for local office level adherence to Firm safety and security protocols and policies
• Regularly maintain personnel directory and floor plans to ensure accuracy
• Act as safety coordinator and train employees on emergency procedures
• In collaboration with Real Estate and Project Management team, act as liaison between Firm and landlord regarding any facilities projects, maintenance requests, or issues; participate in space planning and design for office relocations, proper maintenance of office space assets to reflect professionalism of the Firm
• Oversee records storage and management
• Provide updates for office business continuity disaster recovery plan as needed and ensure emergency notification system contact information is current

Computer Systems

• In coordination with Information Technology, support technology operations and functionality, including: coordinate technology upgrades and maintenance with Administrative Office, IT department, consultants and vendors

Management, Committees, and Meetings

• Work collaboratively with OMS
• Identify and analyze issues; recommend and implement approved solutions under the direction and guidance of the OMS
• Attend local Shareholders’ meetings
• Chair business service professionals meetings
• Plan office social functions
• Manage special projects as assigned by OMS, Director of Office Administration, and Administrative Leadership
• Attend departmental or Firm events as required from time to time
• Ability to travel as work requires, from time to time

Requirements

• Bachelors degree and 4+ years of Office Management, Human Resources experience, or 6+ years combination of experience and education
• Candidates must be professional, and have experience in managing others, including directing workload, performance management, training, event planning, staffing and recruitment
• Experience in managing remote staff
• Proficient in all Microsoft applications, including, but not limited to Word, Excel, PowerPoint, Outlook, Document
• Management System, expense and billing systems
• Analytical and problem solving skills
• Ability to proactively focus on and anticipate needs
• Display emotional intelligence
• Dependable – quickly becomes the ‘go-to’ person
• Strong leadership qualities - able to lead and manage others
• Ability to act in a position of trust, both as to attorneys and business service professionals
• Consistently deliver excellent client service both internally and externally
• Responsive-responds to inquiries and provides feedback in a timely manner
• Highly organized and self-directed – able to juggle several projects and offices at one time
• Ability to work collaboratively, while also encouraging and motivating others
• Ability to lead independently, exercising good judgment in potentially difficult situations
• Capacity to maintain effective working relationships with all levels of Firm personnel and diverse groups of people
• Excellent oral and written communication skills are essential

Please note, we are not working with outside recruiters for this position.

Benefits

In accordance with the Wage Transparency Omnibus Amendment Act, the expected salary range for this DC position is between $133,300 and $200,000. Actual pay will be adjusted based on experience, geographic location, and other job‑related factors as permitted by law. The application deadline for this position is 8/23/2025. This position qualifies for the benefits below.

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Tuition Reimbursement and an Employee Assistance Program. Parking at our Washington D.C office is paid for by Ogletree.

Equal Opportunity Employer

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments.

Equal Opportunity Employer.