Office Administrator - San Francisco

About the position Join Goodwin’s Global Operations Team, and make a real impact on a global scale. At Goodwin, we work with some of the world’s most successful and innovative investors, entrepreneurs and disruptors in the life sciences, private equity, real estate, technology and financial industries, and where they converge. As part of the Global Operations Team – all business professionals at the firm – you’ll collaborate with colleagues from varied backgrounds and experiences, fostering an environment where cross-functional learning, networking, and collaboration are at the core of what we do. Here, we’re not just supporting a law firm; we’re partnering with attorneys and clients to deliver cutting-edge solutions in high-stakes litigation and dispute resolution, world-class regulatory compliance and advisory services, and complex transactions. Our commitment to integrity, ingenuity, agility, and ambition drives us, and we’re proud to have been recognised as the “Best Business Team” by The American Lawyer. This is your opportunity to grow professionally in a dynamic, global environment, surrounded by forward-thinking peers. The Office Administration (“OA”) is responsible for managing the smooth operations of the firm’s San Francisco office (“SFO”). This includes the management of administrative support, mail management, copy/scanning, records maintenance, reception, hospitality/concierge, space management; safety and business continuity; and community engagement in close collaboration with local and firm wide Global Operations (“GO”) colleagues. In partnership with the Managing Director, Administration (“MD”), the OA will implement and promote adoption of new service standards and practices, set by the MD, to promote a shared experience across all offices and enhance services and experience in alignment with the firm’s strategy and the Goodwin Way.

Responsibilities

• Manage all office operations functions in the SFO including delivery of administrative support services and office services including (reception, hospitality, conference services, mail, reproduction, and records) delivered by a combination of in-house and outsources resources.
• Manage SFO administrative support team including hiring, integration, training, coaching, performance and compensation management, engagement and motivation, and off boarding.
• Participate in new hire orientation and supports integration of SFO partner and employees’ new hires.
• Plan and conduct regular meetings with SFO based Global Operations (GO) Team members including administrative support teams.
• Support the SF Office Chair as needed, including but not limited to facilitating the distribution, for client development purposes, of firm purchased local event tickets.
• Collaborate with GO Team colleagues in support of SF office events including client and business development events; charitable and volunteer activities; and community and internal engagement events.
• Support offboarding of SFO-based partners and employees.
• Collaborate Facilities function to manage the SFO facility; serves as initial point of contact with local property management and works with building personnel and appropriate internal contacts as needed.
• Assist in SFO, forecasting and management including oversight and accountability for processing SFO expenses and reporting monthly variances to Finance function.
• Collaborate with Facilities function to ensure best practice physical safety and security protocols are in place and to respond to physical safety concerns and incidents.
• Ensure implementation and maintenance of the firm’s Business Continuity protocols in the SFO and participate in Business Continuity Working Group.
• Partner with GO Team colleagues including Client Development, Marketing & Communications, Finance, IT, HR, Legal Recruitment, etc., to ensure SFO business needs are met and to ensure SFO compliance with firm strategy, policies, and practices.
• Drive the implementation and adoption of new standards, practices, and technology in the SFO, under the leadership of the MD.
• Participate in firm-wide GO Team (projects and initiatives) as requested.

Requirements

• 7+ years’ experience in administrative and/or facilities management in a large multi-office professional services firm.
• AmLaw 100 firm experience a plus.
• Bachelor’s degree or equivalent relevant experience.
• ALA CLM, Six Sigma and/or PMI certification a plus.
• Demonstrates consistently sound judgment and commerciality.
• Takes a solution-oriented approach to operational and people matters.
• Actively listens, communicates in a clear and concise manner leveraging data and logic effectively.
• Ability to persuade, negotiate, and resolve conflicts.
• Consistently acts with integrity and discretion.
• Remains calm and respectful even when in conflict and/or under pressure.
• Is equally effective working independently and within a team.
• Effectively manages multiple projects and competing demands.
• Abilit

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