Office Manager

Chapman and Cutler LLP is seeking to hire an Office Manager for the New York office. The Office Manager performs a variety of administrative duties while also providing support to the New York office and its attorneys. The Office Manager’s responsibilities will include the day-to-day administrative, facilities, and support-services operations of the New York office, along with providing direct administrative support to individual attorneys.The position requires an in-office presence but includes flexibility for some remote work.

The responsibilities of the Office Manager will include, but are not limited to:

• Directly supervises administrative and support staff, including setting work priorities and coverage schedules; monitors workload and attendance; reviews and approves timesheets.
• Provides administrative and support staff training, coaching, feedback, and performance evaluations.
• Maintains office calendar; schedules internal office and staff meetings; ensures offices for visiting attorneys, staff, and clients are set up.
• Meets biweekly with Office Leaders to review office status and set the agenda for the monthly NY office meeting.
• Coordinates bimonthly meetings with the Administrative Assistants and Office Leaders.
• Coordinates attorney visits to other firm offices, ensuring office assignments and technology needs are in place.
• Organizes office-wide training, development, pro bono, and social events in coordination with Office Leaders.
• Organizes office-wide client events in coordination with Office Leaders and the Marketing Department (including the annual holiday party).
• Coordinates onboarding of new hires and offboarding of departures, etc., with the Human Resources and Talent Development departments and the Office Leaders.
• Works with on-site vendor staff to manage mail and package delivery services and copy room services; reports issues/concerns to Office Leaders and the Director of Office Services/Facilities Management.
• Maintains inventory and orders general office supplies and snacks, working with vendor and Director of Office Services/Facilities Management.
• Oversees file room organization and maintenance and coordinates with the off-site storage vendor.
• Oversees ER/safety supplies, equipment, and protocols; performs duties of ER Floor Warden; participates in ER/safety planning.
• Acts as liaison between building management, the New York Office, and Firmwide Office Services.
• Works with Firmwide Finance and Client Billing departments to handle Accounts Payable for general office invoices and matter-specific invoices.
• Reviews monthly rent, cleaning, and on-site copy center vendor invoices prior to processing for payment; follows up with building management on invoice discrepancies; keeps the Director of Office Services/Facilities Management informed of any discrepancies or special charges.
• Tracks and monitors discretionary spending vs. the New York Office budget; reviews unexpected expenses with Office Leaders; makes recommendations for increases or decreases for yearly budget planning.
• Coordinates other New York office vendor contracts; liaises with appropriate Firmwide departments that oversee specific vendors.
• Receives clients and visitors; maintains good public relations with clients and others; observes confidentiality of the attorney-client relationship.
• Assists with individual partner business development and/or travel requests (in conjunction with the Marketing Department).
• Handles other special requests that require special instructions.
• Assists and provides support in other areas of administrative and attorney support.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS :

The ideal candidate will have a Bachelor’s degree and five years of experience in a professional setting, preferably in a professional services or law firm environment.

• Must have excellent typing skills (65+ wpm), spelling, grammar, and punctuation skills
• Must have excellent project management and organizational skills and attention to detail, including prior experience organizing and prioritizing numerous tasks and completing them under time constraints
• Must be available to provide on-site or off-site support for firm or client functions and special events that may occur outside of normal business hours
• Must be able to juggle multiple deadlines and handle confidential and sensitive information with discretion
• Must be able to communicate effectively with a diverse group of clients, attorneys, and staff and provide information in person or by phone with courtesy and tact
• Must have demonstrated people-management skills, including the ability to lead, support, and develop a diverse team across in-office, hybrid, and remote work environments
• Must be oriented toward teamwork
• Must have strong computer skills, including knowledge of Microsoft Office and other productivity tools
• Committed to following all Firm security protocols and maintaining information security

In accordance with the New York Pay Transparency Law, the expected salary range for this New York position is $140,000-$165,000. The benefits overview for this position is available for review at the below link.

Benefits Overview

Please submit a cover letter and resume. All applicants will be considered; however, the hiring decision will be made based on qualifications for the position.

Chapman and Cutler LLP is an Equal Opportunity Employer M/F/D/V/SO.