San Francisco - Regional Office Administrator

ABOUT US

For Business Professionals, Winston & Strawn presents an exciting opportunity to be a part of a leading global law firm. With our commitment to excellence, diversity, a collaborative work environment, and an emphasis on professional growth, Winston offers a platform for individuals seeking to advance their careers in a dynamic and rewarding environment. Winston is known for its collaborative and collegial culture. We believe teamwork is an essential component in providing high-quality legal services and we value the talents and skills of our entire business professional team.

POSITION SUMMARY

The Regional Office Administrator (OA) provides leadership and manages the day-to-day operations and administration of the firm's Bay Area offices. This position drives a culture of collaboration and client service excellence, ensuring that the highest level of operations, client service and workplace experience are provided to attorneys, business professionals, and clients and visitors of the firm.

The OA serves as a trusted advisor to the Bay Area Office Managing Partners and the Managing Director of Administration - West. The OA provides recommendations to meet the strategic and operational needs of the Bay Area offices and provides tactical hands-on management to meet local and firmwide initiatives and strategic goals.

The OA is the key point of contact and provides local support for various firm and department projects and initiatives. The OA will work closely with local and firmwide functional leads including IS, Human Resources, Business Development, Records and Attorney Recruiting and Development to ensure smoothly functioning offices.

As a proactive leader, the OA is responsible for fostering a collaborative, service-oriented, and inclusive environment to support the firm's commitment to excellence.

DUTIES AND RESPONSIBILITIES

Office Operations and Administrative Services:

• Lead and proactively manage the day-to-day operations and administrative services of the Bay Area offices, while fostering a culture of collaboration, client service, and operational excellence.
• Manage the delivery of Bay Area office operations and administrative support services, including practice coordinators and office services (concierge/hospitality, conference services, mail and copy services).
• Ensure that operations, client services, and staffing resources are optimized and meeting attorney and business needs, making recommendations to adjust to changing strategic, attorney and client support needs.
• Provide leadership, coaching and development of office operations and administrative support teams including hiring, integration, training, coaching, performance and compensation management, engagement, and motivation, and off boarding.
• Manage attorney and Practice Coordinator assignments and staffing coverage to ensure effectiveness, work-load balance, and best staffing levels to meet practice and support needs.
• Ensure outsourced business partners are meeting service level agreements and proactively recommend solutions to enhance service delivery and the workplace experience.
• Maintain relationships with vendors and business partners, ensuring best-in-class service to meet the needs and strategic goals of the offices and the firm.
• Manage and oversee operational budgets, including capital budget recommendations, staffing plans and compensation recommendations for direct reports.

• Serve as the main contact for building management and engineering teams to ensure the appearance, condition and operations of the facilities meet firm standards and lease requirements, providing smooth service and an exceptional workplace and office experience.
• Provide recommendations for future space needs, optimize utilization of current space, and provide strategic advice on individual office assignments.
• Collaborate on space planning to include layout, plan review, construction RFPs, construction management, and relocations.
• Work with firmwide and functional leads regarding the purchase of office furniture, furnishings, supplies and equipment as necessary, maintaining local inventory.

• Oversee community and culture initiatives for Bay Area offices, including Corporate Social Responsibility Programs and Office Social Committees.
• In collaboration with the Office Managing Partners, manage regular meetings and town hall schedules and agendas, along with playing a key role in Workplace Experience initiatives.

• Identify issues that may create risk to individuals or the firm, escalating issues and concerns when necessary.
• Actively participate in local office safety and security initiatives, and the firm's crisis management, recovery, and business continuity programs, including during an actual business disruption incident impacting a Winston office or the firm.
• Lead local emergency response teams, including CPR/First Aid Training.
• Manage building and suite access cards, maintenance, and inventory of emergency supplies, including AED and first aid supplies.
• Assist HR with responding to ergonomic issues and requests. Recommend changes to improve work environment or working conditions for the purpose of preventing injuries and improving employees' well-being.

• Function as "second in command" to Managing Director of Administration - West.
• Other duties and special projects as assigned.
  

• Bachelor's degree with a minimum of 7 years of experience in administration, operations, and/or facilities management required.

• HS Diploma or GED equivalent with a minimum of 10 years of experience in administration, operations and/or facilities management required.
• Law firm experience is desired.
• Experience in a senior leadership role with direct reports and/or coaching and team leadership desired.
• This is an in-office role and will be expected to be in the office at least 4 days per week.

• Basic understanding of state and local human resource laws, regulations and requirements is essential.
• Knowledge of professional services firm best practices that support modern and effective operations and administration.
• Ability to establish credibility and build strong relationships at all levels of the firm across departments and geographies.
• Influential with collegial approach and the ability to lead and engage teams with the objective of distinctive client service and the highest level of productivity.
• Change leadership experience, excellent critical thinking, and decision-making skills.
• Demonstrated high level of diplomacy, confidentiality, and excellent judgment in navigating sensitive issues.
• Strong writing and verbal communication, and presentation skills.Ability to effectively tailor communications for different stakeholders.
• Ability to consistently provide a high level of service to internal and external clients.
• Ability to recruit, develop and engage business professionals.
• Detail-oriented with high standards of quality, strong organization, and excellent project management skills.
• Proficiency in administrative applications that support operations and client work, including MSOffice Suite, including Word, Outlook, Excel, PowerPoint, and Teams.
• Flexibility to work extended hours when needed.
• Ability to travel regularly.