Secretarial Manager

Job Description:

Responsibilities include:

General Management:

• This position will maintain a hybrid work schedule of at least 3 days per week in the office and may occasionally require overtime beyond the standard schedule.
• This position will be responsible for managing the hybrid schedule (3 days per week in-office requirement) for the Secretarial Team and ensure appropriate in-office coverage Monday-Friday.
• Engages daily with the secretarial staff to develop a strong and trusting relationships with each team member.
• Manages all aspects of attorney/secretary assignments for both assigned secretaries and Team Support secretaries. This includes reassignments and assignments for new hires.
• Coordinates and maintains back-up assignments for absences; Schedule one-off support as needed.
• Reviews and approves time cards each pay period including confirmation of time off and overtime.
• Manages requests for vacation and personal leave; assign desk coverage as appropriate.
•  Other duties as assigned by the Director of Administration.

People:

• Recruitment: Strives to bring the best talent into the team. Manages all aspects of the hiring and on-boarding process for the department including recruiting, reviewing resumes, testing, interviewing, scheduling attorney interviews, checking references, and making hiring recommendations.
• Performance Management/Evaluations: Manages performance evaluation process including conducting 90-day and annual performance evaluations, obtaining and reviewing attorney evaluations of secretaries and receptionists, submitting salary/bonus recommendations, and scheduling and conducting individual evaluation meetings.
• Employee Relations: Main point of contact for all performance-related concerns; coach, mediate and document all problems and issues; bring discipline issues to the attention of the Director of Administration.
• On-Boarding: Coordinate preparation of secretary orientation schedules and orientation process. Assign peer mentors to new hires and track progress of new hires.
• Training & Development: Identify and create appropriate training for the department and individuals. Develop baseline skill sets required for Secretarial Team members to provide exceptional service to our attorneys. Monitor development of baseline skill sets to ensure we are meeting the needs of our attorneys.
• Engagement: Schedules, coordinates and leads quarterly Secretarial Team meetings. Coordinates social events for the team; encourages team participation in office events and functions.

Finance:

• Prepares annual budget for department in coordination with Director of Administration; reports on variances.
• Approves expenses for the Secretarial Team.
• Effectively manages Secretarial Team overtime that is not client related.
• Actively seeks and suggests value engineering opportunities.

Job Requirements:

QUALIFICATIONS

• Proven people management skills.
• Previous experience managing and developing secretarial teams of a similar size preferred.
• Effective impartial management style with strong verbal and written communication skills.
• High levels of self-motivation and autonomy.
• Ability to problem solve with little to no direction.
• Leads by example with the ability to build trust and develop strong positive relationships.
• Strong analytical, organizational and presentation skills.
• Commitment to delivering consistently excellent secretarial support to all attorneys.
• Calm and effective under pressure.
• Proactive and solutions driven.
• A resilient and collaborative approach to problem solving.
• Strategic thinking with strong future planning skills and a focus on the big picture.
• Drive and enthusiasm to motivate and engage a growing team.
• Ability to build and maintain team morale; creates a sense of community.
• Hands-on flexible managerial approach.
• Excellent attention to detail.
•  Ability to maintain the highest level of confidentiality.

EXPERIENCE

• 5+ years of experience in a law firm or professional services environment where the applicant was responsible for complex administrative duties and projects is required.
• Previous leadership, supervisory or managerial experience in a law firm or professional services environment is strongly preferred.
• A Bachelor’s degree is strongly preferred.