Please note: This position requires experience as a manager in a law firm.
Overview:
The Executive Manager will collaboratively support and manage office operations that allow the lawyers to remain engaged primarily in client work. In conjunction with the management committee, the administrator acts as a strategic planner and initiator.
Duties and Responsibilities:
The Executive Manager will have primary responsibility and authority to lead and manage these essential functions of the Firm:
Human Resources:
•Manages and oversees all office HR needs, including staffing workflow and coordination, employee relations and dispute resolution, and inter-office communications.
•Manages the full lifecycle recruitment process, including creating and maintaining a job description library, job posting, recruitment, pre-employment screenings, and onboarding/offboarding.
•Oversees and supervises non-attorney staff, including employee development, mentoring, and training.
•Serves as payroll processing backup.
•Manages and administers annual review process, including feedback collection, compiling, and delivering staff performance reviews.
•Maintains employee handbook in conjunction with employment counsel.
•Reports to partners monthly on timekeeper utilization, deployment and hour goals. Follows up on any related issues.
Finance:
•Assures all financial functions run according to best practices and Bar Association guidelines.
•Participates in the annual operating budget process.
•Reviews and summarizes management reports monthly for partners.
•Reviews and approves all bank reconciliations.
•Serves as backup to some accounting functions with the Accounting Manager.
•Manages aging AR and reports to partners regularly regarding past due accounts.
IT Systems and Information Management:
•Works with IT Partner and/or the management committee to identify the firm’s functional needs for technology and strategize on new legal tech tools and support to improve the firm’s performance.
•Administration and oversight of IT policies and compliance supporting IT service provider.
Operations / Management:
•Project management including software upgrades, library subscription management, hardware, remodeling, moves and other projects and exploring non-traditional space management options such as hoteling and sharing.
•Works collaboratively with partners to coordinate office lease, design, and construction.
•Tracks changes to and ensures compliance with various regulatory agencies, such as Cal OSHA, EDD, the Federal Equal Opportunities Commission, and others.
•Oversight, administration, and communication of firm policies and standard operating procedures.
•Management of business licenses, and registrations.
•Coordinates and manages meetings, including agenda creation, note-taking, and follow-ups.
Marketing and Business Development:
•Coordinates website management and updates other firm pages, including LinkedIn.
•Supports client relations and enhances the Firm’s image and visibility in desired markets.
Qualifications:
•A minimum of 5 years experience as a functional manager or supervisor in a law firm.
•Demonstrated human resources and financial skills.
•Ability to work collaboratively and independently.
•Elevated level of emotional intelligence, empathy, and compassion.
•Effective organizational, project management, communications, and people skills required.
•Excellent problem-solver.
•Must collaborate effectively with other motivated professionals in a demanding environment.
•Bachelor’s degree or equivalent combination of education and experience.
•Proficiency in legal accounting principles and budget management. Proven proficiency in the MS Suite of applications, legal time and billing systems and records management software.
•Excellent spoken and written English.
•Ability to sit at a desk for prolonged periods and lift to 25lbs on a regular basis.
•PHR, SPHR or CLM certification a plus.