Office Manager

Main information* Term type:Permanent* Department:Office Administration* Location:MilanThe firmRopes & Gray is a global law firm that operates across 17 time zones and has more than 1,400 lawyers based in the United States, Europe and Asia who collaborate seamlessly to provide clients with high-quality representation in innovative industries that shape the global economy. Our clients include private equity firms, pharmaceutical and biotech companies, financial institutions, mutual funds, hospital systems, and more. Client by client, we've built a reputation for first-class work, a pragmatic approach, and impeccable standards of service and ethics. We count many of the world's most respected companies and institutions as longtime clients, and serve organizations at all stages of development. Clients trust us with their most important matters because they know we understand their businesses and deliver the results they need.Our deeply rooted culture of teamwork means that our lawyers work closely with colleagues around the world to provide support to clients. This collaborative approach encourages our lawyers to work alongside partners and clients on sophisticated matters. We work as a team to support a range of leading legal practices, including private equity, M&A, capital markets, finance, asset management, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, data, privacy & cybersecurity, and business restructuring.Ropes & Gray London is one of the largest offices in the Ropes & Gray network, and the hub of the firm's EMEA network and set up in London in 2010. While we are now an established presence in the UK, we've retained all the buzz of our start-up years. It makes us a little bit different: it means we have the stature and resources of a major international law firm combined with the pace, inclusivity and career progression of a specialist firm. Our clients like to work with us. We are, of course, always professional, but we are personal, and personable with it. As a group, we're international, diverse and our team is always professional, but uniquely personable. With around 31 partners, 137 fee earners and a trainee intake of 13, everybody in the office knows everyone else. That means that every hire we make is an important investment for the firm, because each team member has a distinct role to play in delivering excellent service to our clients.The roleThe Office Manager oversees the day-to-day administrative operations of the Milan office in collaboration with various stakeholders. The position also provides leadership to non-legal staff, supports strategic global or regional initiatives, ensures the office operates in line with both local and firm-wide policies and develops and maintain relationships with colleagues in other offices and functional departments to promote collaboration.REPORTING LINESThe Office Manager reports directly to the Global Administrative Services Officer in close collaboration with the Senior Manager, Office Administration, Europe, and operates within a matrixed organizational structure, having multiple dotted reporting lines across different functions or geographic locations.ESSENTIAL FUNCTIONSManagement / Human ResourcesWorking in conjunction with the Director of Human Resources, Europe:Provide day-to-day oversight of the office, including direct management of Secretaries and Receptionist(s), and matrix management of other business support personnel as required. (Office Services, IT/AV, and Conference Services teams.)Represents the office to firm-wide department management and provides point of contact for communication and coordination.Develop, review, update, and implement office policies and procedures to meet both local and firm needs, in collaboration with HR, Finance, OGC, and other departments.Collaborates with the HR business partner in managing and resolving non-legal staff performance and employee relations issues i.e. medical leaves, parental leaves, off boarding etc.Work with HR business partner and aligned hiring managers to support business support recruitment efforts (proposing recruiting sources, job postings, agency partnerships, LinkedIn outreach, offers, etc.) Participates in the interview process for potential candidates, supports onboarding of new hires.Manages and conducts orientation of new business support. Coordinates with Legal Recruiting department to support new associate programs, intern programs and lateral associate and partner onboarding.Ensure compliance with required training and legal obligations (e.g., annual policy acknowledgements, right to work checks for non-EU nationals), and identify and escalate potential compliance risks to the HR team for appropriate action.Assist with driving annual performance management process for business support (GPS+).Vendor Management* Negotiates with firm's contractors and vendors. Manages and supervises all contractors and vendors.* Conducts regular reviews of vendors and contracts in place to ensure proper service levels are realized. Recommends changes and ensures smooth transition to new vendors as necessary.FacilitiesRecommends partner, associate, paralegal and other business support office assignments to the Office Managing Partner. Once approves, executes on room moves.Interfaces with property manager for day to day building services issues.Local subject matter expert and local lead for office build-outs and/or move activity.Ensures the security of the firm's buildings and real estate.FinanceWorking in conjunction with the Director of Finance, Europe & Asia:Supports accurate financial reporting and compliance with firm and local policies.Assists with annual budgets, forecasts, and financial reports for the Milan office.Provides input to the OMP on financial targets and monitors performance.Coordinates with Finance on billing, collections, payments, and expense reimbursements.Reviews financial reports, variances, and expenditure to support effective oversight.Liaises on audit, treasury, tax, and statutory reporting matters to ensure compliance with firm and local requirements.Business Continuity* Works with the Manager of Business Continuity to develop, maintain and communicate the local office particulars of all business continuation plans for emergencies, disasters or pandemics. Plans and supervises emergency evacuation drills and CPR/AED training for business support.* Addresses the health and safety of the office, and implements a Health & Safety policy ensuring the firm is compliant with all relevant law & regulations.The above is intended to describe the general content of and requirements for the performance of this job.It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.Qualifications and SkillsBachelor's Degree or the equivalent in Business, Finance or a related discipline.Ideally 10+ years of directly related experience managing legal secretaries and/or administrative support. At least 3-5 of those years should be in administrative management in a law office of more than 15 lawyers (preferably a branch office of a large law firm).Ability to work in a matrix management environment. Strong influence, facilitation, motivation, and resolution skills.Thorough understanding of legal secretarial role and responsibilities and attorney/secretary relationship.Must demonstrate the ability to manage and solve complex problems, establish priorities and organize work. Ability to be flexible and able to manage conflicting deadlines and requests.Strong oral and written communication skills.Strong coaching and mentoring skills. Ability to utilize interpersonal skills to motivate individuals toward common goal or influence change.Working knowledge of computer software programs such as Outlook, Word, Excel, and PowerPoint.BackApplyQuick Filtersropesgrayrecruiting.com