Office Administrator Job at Wilson Sonsini Goodrich & Rosati
Wilson Sonsini Goodrich & Rosati Palo Alto, CA 94304
$153,000 - $207,000 a year
Wilson Sonsini Goodrich & Rosati is the premier legal advisor to technology, life sciences, and other growth enterprises worldwide. We represent companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, as well as the venture firms, private equity firms, and investment banks that finance and advise them. The firm has approximately 1,200 attorneys in 19 offices: 14 in the U.S., three in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow our staff exceptional opportunities for professional achievement and career growth.
We have an immediate opening for an experienced office administrator to lead and manage the daily operations and support functions of our headquarters law office in Palo Alto, California. The office currently has 285 attorneys and a total of 680 employees. This is an excellent opportunity in a well-established Silicon Valley-based firm.
You will be responsible for the daily operations and business functions of the office. In this role, you will identify and plan for the changing needs of the office, interacting frequently with law firm leaders and the managing partner. You will develop and maintain effective working relationships with attorneys, management, and business professionals across many departments. You may be asked to attend, participate in, or present at certain team, practice group, or cross-functional meetings depending on the meeting agenda.
RESPONSIBILITIES
You will manage, oversee, and influence daily operations and business functions within the Palo Alto office to ensure an efficient and productive work environment. Responsibilities of the position will require you to:
- Create a warm and welcoming employee experience in the office. Support the integration of new hires. Collaborate with administrative teams to organize and support events for Palo Alto employees (e.g., social mixers, community service activities, wellness events, and staff appreciation week). Manage the office’s employee events budget.
- Partner with property management and facilities management on the upkeep of the physical office environment, including lighting, cleaning, HVAC, appliances, furniture, and repairs.
- Partner with administrative management on the effective delivery of in-office services, including mailroom, photocopy center, IT equipment and support, office supplies, meals and catering, records, late night transportation, office security, business continuity, and safety programs.
- Collaborate with the workplace design team on construction project planning, communication with stakeholders, and coordination of employee moves.
- Handle logistics of employee seat assignments, transfers to/from the office, and the use of hoteling spaces and services by hybrid and visiting employees.
- Track and manage firm equipment return from departing employees. Ensure that the workspaces of departing employees are vacated of personal items in a timely manner; coordinate pickup or shipping as appropriate.
- Work with marketing communications to maintain accurate and helpful information on the office’s intranet page. Communicate with employees on matters pertaining to the Palo Alto office.
- Maintain the office’s master events calendar.
- Participate in initiatives to improve office operations and services, and especially support services delivered to attorneys and clients by the firm’s executive assistant (legal secretary) team. Embrace, support, and lead innovation and change efforts to align with industry best practices, firm goals, and the Wilson Sonsini brand.
- Provide leadership and manage executive assistants who support the firm’s legal practices within the Palo Alto office. Mentor, coach, and develop supervisors within the function. Conduct performance evaluations, merit increases, and annual bonuses.
- Provide management oversight for the reception services team that handles all conference and meeting scheduling for the Palo Alto office. Assist the reception services manager to resolve complex issues related to scheduling conflicts, use of firm conference space, and other operational matters. Review requests for after-hours events that require special support.
MINIMUM REQUIREMENTS
- Six plus years of experience managing a large office (200+ employees) in a professional services or law firm environment
- Strong professional presence, excellent interpersonal and communication skills, problem-solving, leadership, and diplomacy skills to interact with lawyers, firm leadership, business professionals, clients, and vendors on a regular basis
- Strong knowledge of Microsoft Office Suite
- Ability to analyze data and make sound business decisions
- Ability to work effectively in a fast-paced environment
- Bachelor’s Degree in Business Administration, Finance, Human Resources, or related field preferred
The compensation for this position may include a discretionary year-end merit bonus based on performance. We offer a highly competitive salary and benefits package.
Benefits information can be found
here
. Equal Opportunity Employer (EOE).
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