Office Administrator

DescriptionThis is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for an Office Administrator to join our team in our Portland office.This position will manage and oversee daily operations of the Portland office with approximately 70 attorneys and 45 paralegals and professional staff. The Office Administrator will have a significant impact on the organization providing top-notch service as well as building and maintaining a diverse environment in which lawyers, paralegals and professional staff can thrive. This position is a blend of direct staff supervision and management of operations, administration, facilities, events, and hospitality and requires the ability to quickly adapt to evolving priorities and demands. The Office Administrator should demonstrate exceptional energy, commitment to service excellence, and leadership in managing and growing a team of diverse support staff professionals.This is a primarily in-office position based in our Portland office. Regular in-person presence is important to the success of this role and to building strong relationships with attorneys and staff. During the initial onboarding period, the Office Administrator is expected to work in the office full time. After onboarding, there may be limited flexibility for occasional scheduled remote work based on performance and business needs, at the discretion of firm leadership.At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.On a Typical Day You WillManage all office operational functions including delivery of support services by Managers, Legal Assistants (secretarial), Concierge Staff and Office Services (reception, mail, document reproduction and hospitality)Supervise all administrative areas, provide professional staff with ongoing guidance, direction, and feedback to ensure a productive, professional, and motivated teamAnalyze operations and identify areas for process improvement and manage process improvement projects. Develop documentation to support long term operational consistency and resilience. Determine need for restructuring or changes in work reallocation to properly support clients, attorneys, staff and the culture of excellence. Ensure consistency of workflow, timeliness of projects, and the most economical and efficient use of resources available for completion of workCoordinate and oversee on-the-ground Human Resources functions including participating in the interviewing and hiring of professional staff, conducting new hire orientation, conducting bi-annual performance reviews, managing employee relations, salary adjustments, discipline, and separation from employment, and performing other duties as needed; liaise and report in real-time to Human Resources team on employment performance issuesAssist in budget preparation and forecasting, including salary budget and increases. Monitor and manage office budget throughout the year, including controlling expenses appropriately and performing periodic variance analysisWork with team to plan and assist with regular client, partner/C-Suite, and officewide eventsOversee facility maintenance; serve as liaison with local property management and working with building personnel and appropriate internal contactsCoordinate with firm-wide and global administrative operations team and work on projects and initiatives which enhance service delivery firmwideAnticipate and facilitate Portland office contributions to the firmwide strategic planSupport to Office Partner-In-ChargeWork closely with Partner-in-Charge in planning and execution of office-related initiatives, programs, and offsite-meetings and retreats involving attorneys and staffSeek opportunities to reduce the administrative load on the Partner-in-Charge by providing quick, concise, and accurate information while also anticipating their needsCollaborate with Partner-in-Charge regarding resolution of issues involving attorneys and staffProvide support with attorney programs or initiatives as requestedCollaborate with Partner-in-Charge and participate in activities aimed at elevating the office’s profile and brand and enhances and supports the office and firm cultureJoin Us If You Have10+ years of leadership experience in a in staff supervision and management in a professional services environment; large law firm experience preferredCollege degree preferred, preferably in management, business, organization development or Human ResourcesHighly professional and organized with a strong hands-on customer service orientationBusiness acumen must include uncompromising integrity, sound leadership experience, and the ability to effectively manage changeWillingness and ability to adapt one’s management and communication styles based on the situation and audienceExcellent emotional intelligence, interpersonal and communication skills (oral and written), professional demeanor, and presentationCommitment to diversity, equity and inclusion among all internal and external stakeholders of the officeAnalytical with strong problem-solving and decision-making skills, takes initiative and uses good judgment, excellent listening and follow-up skillsProven success in working well, being influential, and communicating effectively with senior leadership and staff, including presenting ideas in a clear, succinct mannerHighly motivated with the ability to manage multiple priorities, deliver on-time work products, and move projects along with minimal promptsAdapt to a fast-paced, high-pressure environment to achieve business goals and objectivesStrong attention to detailExperience with use of technology tools (e.g. Document management systems, MS Teams, invoice management systems) for management of workflow, communication, and collaborationWho We AreDavis Wright Tremaine LLP is an AmLaw 100 law firm with 9 offices nationwide. We are relentlessly committed to client service and look for candidates who share that commitment. At DWT, client service means having empathy for each client’s and each lawyer’s work and personal pressures, business objectives, and legal needs; anticipating their needs; and having the capabilities and commitment to deliver what matters most to them.What’s in it For You?DWT offers competitive compensation in addition to ample benefits including but not limited to:Choice of health and vision insurance plans2 paid volunteer days for qualifying community service workDental planFertility and adoption benefitPaid sabbatical after 13 years of serviceTuition reimbursementCommuter benefitsRetirement contributionThis job description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.Davis Wright Tremaine LLP fosters a culture where all talented individuals—including those who are traditionally underrepresented in the legal profession—can have, and can see, paths to success. Our commitment to diversity, equity, and inclusion sits on four pillars: Community, Growth, Education, and Engagement. Learn more about the firm’s commitment to DEI here:www.dwt.com/dei.Davis Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email [email protected].