Job description

The Palo Alto office of Finnegan, one of the world’s leading and largest intellectual property law firms, is seeking an Office Administrator. The individual will establish and implement a strategic plan for the office while working closely with leadership, partners, and other key decision makers. The individual will have frequent contact with staff, management, attorneys, and vendors.

Principal Duties and Responsibilities

Department Operations

• In consultation with firm-wide management and administration, develops and monitors a realistic budget to
• facilitate planning, purchasing, and cost-effective operation
• May assist firm leadership with office workspace and real estate needs – lease issues with property
• management; assisting with selection of real estate, as needed; leading office redesign or renovation needs;
• sourcing and selection of office needs and inventory such as furniture, kitchen equipment, etc.
• Identifies and plans for changing needs in the office
• Sources, monitors, recommends, and obtains up-to-date equipment, negotiating when
• necessary
• Plans and implements space learning both long term and short term
• Develops and maintains, safety and business continuity plans as well as other emergency
• preparedness
• Works closely with Recruitment & Professional Development to ensure a strong attorney
• recruitment program
• Communicates regularly and effectively with other firm offices
• Participates in or leads special projects as assigned by the Chief Human Resources Partner or
• Office Managing Partner

Staff Development, Leadership, and Management

• Manages support staff to ensure workloads are appropriately balanced and staff can meet daily, weekly, and monthly deadlines.
• Manages hybrid/remote work arrangements so there is no decrease in efficiency or productivity in agreed upon performance metrics.
• Leads interviewing and candidate selection, assimilation, and training of support staff as necessary.
• Provide feedback and coaching in real time and as needed.
• Completes performance evaluation and compensation process; Ensures development plans are in place.
• Holds regular staff meetings to discuss operations issues and firm initiatives

Knowledge, Skills, and Abilities

• Bachelor’s Degree required, preferably in business management or HR Management; advanced degree a plus
• ALA Certified Legal preferred
• At least five to eight years of experience including responsibility for staffing, HR management, and employee relations
• Demonstrated working knowledge of business operations in a law firm setting, including budgeting, fund accounting and cost recovery; contract and license negotiation; space planning; marketing and business development; process analysis and development; program development and implementation; project planning and management; and office technologies and applications including meeting platforms such as Microsoft Teams, Zoom, etc.
• High-touch customer service skills, a polished, professional demeanor, and demonstrated prior experience in a professional services environment
• Strong leadership skills which include critical thinking, appropriate risk taking and creativity
• Demonstrated ability to manage at all levels in the organization and deal with ambiguity -effectively cope with change and act without having full information
• Ability to handle confidential and proprietary information relating to the firm and its clients
• Knowledge of standard office computer programs, including Word, Excel, and PowerPoint

The firm offers an excellent compensation and benefits package and is an equal opportunity employer.

Equal Opportunity Employer

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