California Office Administrator
A&O Shearman

A&O Shearman is a new global industry-leading law firm, with 48 offices in 28 countries worldwide.

Our fluency in English law, US law, and the laws of the world's most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.

We offer exceptional opportunities for our people; opportunities to work for the world's leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.

Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to an inclusive environment, and we provide support and ways of working that help you optimise your wellbeing.

What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.

Department Purpose and Structure
The California Office Administrator is responsible for the daily operation of the California offices and ensures that the offices run smoothly and efficiently. The Office Administrator liaises regularly with Managing Partners for the office to keep them well-informed on the state of the office and to communicate their point of view on business issues and critical challenges facing the office. The role oversees support staff functions including Front of House, Mailroom, Duplicating, Catering and Records and provides on the ground support to the legal and PA teams. Responsibilities include managing budgets, handling personnel issues, leading projects, and oversight of the office, working with line managers to ensure proper procedures are being adhered to. The purpose of this role is to manage and deliver significant projects, act as an influential business partner and trusted advisor providing strategic and operational advice to relevant client groups, serve as a go-to resource for advice, and to help others to grow their strengths and develop.

Role and Responsibilities

Office Operations:

• General Management of the California Offices, including strategic and tactical planning, and maintaining the highest standards of service and quality
• Act as liaison to Managing Partners in the office re: office operations to keep them well-informed on the state of the office and to communicate point of view on business issues and critical challenges facing the office
• Daily administration and management of office operations to ensure efficient delivery of services to all personnel
• Responsible for strategic planning for the growth of the office and how that affects the real estate and staffing needs and decisions for the future
• Oversight of office lease
• Facilities Management, including space planning/design, coordination and oversight of office construction and renovation projects, procurement, office moves, and facilitation of all office functions and services
• Develop and implement efficient office procedure

Administration:

• General oversight over support staff functions including Front of House, Mailroom, Duplicating, and Records support, and provide on the ground support to the legal and PA teams.
• Monitor and enforce the firm's practices, policies, and procedures
• Overall oversight of office financial management, including planning and budgeting
• Identify opportunities to reduce costs and improve operational efficiencies
• Management of staffing needs, including recruitment, acceptable staffing ratios, staff performance evaluation and training/development
• Coordination with Firm IT department on systems management
• Coordination with the Firm Marketing Department on office specific marketing initiatives
• Coordination of office activities and operations in compliance with Firm policies and in such a way as to promote a positive work environment
• Ensure effective coordination of all new hire and departure logistics for attorneys and staff
• Coordinate all vendor relationships
• Perform other tasks, as assigned

Catering and Events:

• Overall responsibility for all events in the office
• Oversee Flik Catering contract and team members

Additional Tasks:

• Act as an influential business partner and trusted advisor providing strategic and operational advice to relevant client groups, supervisors and team members in other offices strengths and develop

Key Requirements:

• Minimum of 6 years of leadership experience within a law firm or professional services environment.
• This role is on-site five days per week, with the following schedule:
  • Two days per week in the San Francisco office
  • Two days per week in the Silicon Valley office.
  • One day per week on-site at a California office, determined by the individual's discretion and/or subject to business needs
  • One day per month in the Los Angeles office

General Skills:

• Superior interpersonal skills
• Proficiency with Microsoft Office (Word, Excel, PowerPoint)
• Bachelor's Degree
• Physical Activity/Other Miscellaneous
• Ability to work outside standard business hours, including weekends, as necessary

Business Acumen and Skills:

• Understanding of business processes
• Demonstrates a superior client orientation
• Demonstrates cross-functional expertise and the ability to thrive in a highly complex environment
• Actively seek innovative ways to improve processes and client experience

Communication Skills:

• Ability to effectively communicate with executive management, partners, clients, employees, and business partners
• Ability to communicate effectively in a multicultural, multinational environment and mobilize cross-functional high- performance team
• Excellent verbal communication skills
• Excellent written communication skills
• Ability to effectively collaborate with others to reach mutually agreeable outcomes

Analytical Skills:

• Ability to identify key data sources and utilize data driven insights to effectively improve business decisions and operations
• Ability to effectively diagnose and troubleshoot issues that may arise
• Behavioral Traits:
• Demonstrates the capacity to manage changing priorities and ambiguity while remaining calm and controlled.
• Demonstrate poise and grace under pressure
• Communicates a "can do" attitude and positive outlook, minimizing negative behaviors
• Professional image with the ability to form good partner relationships across functions
• Demonstrates initiative and resourcefulness
• Demonstrates strong attention to detail
• Team and Independent Worker:
• Dedicated to the success of peers and demonstrated willingness to train/mentor
• Ability to build relationships and work well across functions
• Experience in a collaborative team environment, delegating workload and responsibilities
• Time & Project Management:
• Effective time management skills and ability to meet deadlines

Equal Employment Opportunity, including Veterans and Disability

A&O Shearman is an equal opportunity employer, including Veterans and Disability. Every individual has the right to work in a professional environment that promotes equal opportunity and prohibits discrimination and harassment. This policy applies to all aspects of an individual's relationship with A&O Shearman, including, without limitation, recruitment, hiring, training and development, promotion, compensation, discipline, termination, and all other terms and conditions of employment.

If you are vision-impaired or have another disability under the Americans with Disabilities Act or similar law and wish to discuss accommodations related to applying for employment at A&O Shearman, please contact US HR Transactions at US-HRTransactions@aoshearman.com or call +1 212 610 6300 and ask for HR Transactions.

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