Director Of Office Administration Jobs (NOW HIRING)

Experienced Director of Office Administration preferably in a Law firm is needed at a top NY law firm.

10+ years of progressively responsible experience in office administration, facilities management, or operations leadership, preferably in a law firm or professional services environment.

Responsibilities:

• Provide strategic leadership and oversight of administrative operations across all of our offices, ensuring consistent standards, policies, and service levels.
• Provide leadership and direction for the Firm’s Office Administration function, overseeing each office’s Office Administrator / Manager and ensuring effective staffing, performance management, and professional development across all offices.
• Establish and maintain Firmwide administrative procedures, workflows, and best practices to support operational efficiency and scalability.
• Identify, onboard, and effectively manage use of technology and innovative tools to streamline administrative workflows, improve efficiency, and support consistent, high-quality operations across all offices.
• Lead Firm-wide space planning, including long-term occupancy strategy, office expansions, and renovations. Oversee all construction projects including contractor selection, budgeting, scheduling, and compliance.
• Partner with the General Counsel’s Office to maintain property, casualty, and liability insurance policies, including renewals, claims management, and coordination with brokers; ensure compliance with operations-related laws and filings.
• Manage workers’ compensation programs, claims, reporting, and compliance across all offices.
• Maintain required Firm registrations and business licenses, including the New York LLP registration, D.C. license, and other jurisdictional filings.
• Lead Firm-wide disaster recovery and business-continuity planning.
• Manage Firm‑wide vendor relationships, including facilities, supplies, equipment, and service providers. Negotiate contracts, monitor performance, and ensure cost‑effective service delivery.
• Oversee the administrative operations budget, including forecasting, capital planning, and expense management.
• Develop and oversee delivery of office-related training for lawyers and business operations team members, including equipment use, facilities procedures, and emergency protocols.
• Oversee Firm-wide records management-including retention, protection, retrieval, transfer, and disposal of records-in coordination with Firm’s Managing Partner and General Counsel to ensure compliance with best practices for recordkeeping.
• Serve as one of the Firm’s designated Security Officers maintaining and regularly updating emergency and crisis‑management protocols.
• Ability and willingness to travel between our three offices as needed.

Qualifications: The successful candidate will have a combination of employment, educational, and life experience that demonstrates the qualities and skills below:

• Education and Experience: Bachelor’s degree required. You have at least 10+ years of progressively responsible experience in office administration, facilities management, or operations leadership, preferably in a law firm or professional services environment.
• Knowledge and Skills: You have a deep understanding of multi‑office administrative operations, including standard‑setting, workflow design, and implementation of Firm‑wide policies and procedures.
• Systems and Technology: You understand how administrative systems work and know how to select, onboard, and effectively use technology to improve workflows, streamline processes, and support operational efficiency.
• Clear Communication and Attention to Detail: You express yourself clearly and concisely, always highlighting the most important information. You show great accuracy, attention to detail and good organizational skills. You proactively communicate the status of your work and share updates with colleagues when necessary. You ensure that your work is mistake free.
• Confidentiality: You must be able to adhere to Firm policies regarding the protection of confidential data and demonstrate sensitivity to (and good judgment in connection with) confidential attorney, personnel, and Firm matters.
• Flexibility: You are versatile and possess the ability to multi-task with ease. You are able to respond quickly and positively to shifting demands and opportunities. You are comfortable in an environment where your responsibilities may vary from day to day. You demonstrate a “no job too big, no job too small” attitude, and take a collaborative, team-focused approach to rejuggling priorities and contributing to Firm tasks.
• Ownership, Initiative, and Teamwork: You take ownership of your projects and follow through on their completion. You proactively anticipate, communicate, and work to independently resolve obstacles you encounter in your work. You work well both independently and on a team and are able to establish and maintain strong working relationships with employees, clients, and professionals.
• Organization and Project Management: You are comfortable balancing tasks of varying levels of urgency and complexity and work well under pressure with tight deadlines.
• Mission Orientation: You are enthusiastic and passionate about our commitment to civil rights and public interest law. You thrive when your work is connected to purpose.