Office Administrator

Wilson Sonsini is the premier legal advisor to technology, life sciences, and other growth enterprises worldwide. We represent companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, as well as the venture firms, private equity firms, and investment banks that finance and advise them. The firm has approximately 1,100 attorneys in 17 offices: 13 in the U.S., two in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow our staff exceptional opportunities for professional achievement and career growth.

The firm currently has an excellent opportunity for a highly motivated individual to oversee the operations in our Boston, Massachusetts office. The Boston office currently has 80 attorneys and staff in multiple practice areas such as Corporate, Patent & innovations, and Technology Transactions. You will be responsible for the daily operations and business functions of the office.  The office administrator develops and maintains effective working relationships with attorneys and professionals across many departments and acts as liaison with management and department leads. 

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RESPONSIBILITIES

You will manage, oversee, and influence daily operations and business functions within the Boston office to ensure an efficient and productive work environment. Responsibilities of the position will require you to:

• Create a warm and welcoming employee experience in the office. Support the integration of staff and attorney new hires.
• Conduct new hire orientations and on-board both attorneys and staff.  Coordinate training for executive assistants.  Assist with staff recruiting.
• Conduct regular staff meetings and participate in additional office meetings.
• Plan office events (e.g., social mixers, community service activities, wellness events, and staff appreciation week) and manage the events budget.  Collaborate with administrative teams to support marketing, business development and attorney recruiting events.
• Facilitate the Boston office community service events.
• Partner with property management and facilities management on the upkeep of the physical office environment, including lighting, cleaning, HVAC, appliances, furniture, and repairs.  Resolve property management and maintenance issues.
• Manage relationships with building management and local vendors.
• Partner with administrative management on the effective delivery of in-office services, including IT equipment and support, office supplies, meals and catering, office security, business continuity, and safety programs.
• Handle logistics of employee seat assignments, transfers to/from the office, internal office moves and the use of hoteling spaces and services by hybrid and visiting employees.
• Track and manage firm equipment return from departing employees. Ensure that the workspaces of departing employees are vacated of personal items in a timely manner; coordinate pickup or shipping as appropriate.
• Work with marketing communications to maintain accurate and helpful information on the office’s intranet page.
• Communicate with employees on matters pertaining to the Boston office.
• Participate in initiatives to improve office operations and services, and especially support services delivered to attorneys and clients by the office’s executive assistant team.
• Provide leadership and manage executive assistants and reception.  Conduct performance evaluations and make decisions on merit increases and annual bonuses.
• Work with Human Resources to address performance and employee relations issues.
• Oversee office services team working with the outsourced vendor that provides mailroom, copy services and hospitality support.

MINIMUM REQUIREMENTS

• Five plus years of experience managing an office in a professional services or law firm environment.
• Experience in administrative personnel management.
• Strong professional presence, excellent interpersonal and communication skills, problem-solving, leadership, and diplomacy skills to interact with lawyers, firm leadership, business professionals, and vendors on a regular basis.
• Strong knowledge of Microsoft Office Suite.
• Ability to analyze data and make sound business decisions.
• Ability to work effectively in a fast-paced environment.
• Bachelor’s degree in Business Administration, Finance, Human Resources, or related field preferred.
   

The compensation for this position may include a discretionary year-end merit bonus based on performance. We offer a highly competitive salary and benefits package.

Benefits information can be found here. Equal Opportunity Employer (EOE).