About the Job
Reed Smith is a global relationship law firm with more than 1,800 lawyers in27 offices throughout the United States, Europe, Asia and the Middle East.
Founded in 1877, the firm represents leading international businesses, from Fortune 100 corporations to mid-market and emerging enterprises. Its lawyers provide litigation and other dispute resolution services in multi-jurisdictional and other high-stakes matters; deliver regulatory counsel; and execute the full range of strategic domestic and cross-border transactions. Reed Smith is a preeminent advisor to industries including financial services, life sciences, health care, advertising, entertainment and media, shipping and transport, energy and natural resources, real estate, manufacturing, technology,and education. For more information, visit reedsmith.com.Position Summary
This Washington, DC-based position is responsible for management of all administrative functions of the following Reed Smith offices: Washington, DC; Tysons and Richmond, Virginia; Houston and Chicago. This position reports to the Chief of Office Services or the Chief Operating Officer and consistent with Reed Smith’s strategic vision, business plans, policies and procedures also works with and takes direction from the various Office Managing Partners (OMP), as appropriate.Essential Functions
- Reed Smith operates in matrix reporting environment. As such the direct reports of this position are the Business Managers located in each office listed above while the functional areas of IT, HR, Marketing, and Accounting report to the appropriate Chief Officer. This position is responsible for performing the Business Manager function for the Washington, DC office and for supervising the Business Managers in Tysons and Richmond (Virginia), Houston and Chicago. This position requires a person who can work in this environment by maintaining focus on firmwide goals and integrating with Chief Officers. The responsibilities listed below are applicable with respect to each of the offices.
- Responsible for regulatory issues related to specific state jurisdictions, e.g., Court rules and state and local compliance matters and notifying respective groups regarding pertinent notices.
- Responsible for insuring appropriate coordination with Risk Manager on insurance and risk management matters in each state jurisdiction.
- Responsible for office- or market-wide special projects as directed by each OMP.
- Responsible for coordination and management of all aspects of facilities management, including leasing (by working with the firmwide real estate broker), allocation and inventory of office space. Engage in contract negotiations and monitor service level agreements for the purchase and/or sale of goods and services in support service areas, i.e., supplier contracts to the extent national contracts and vendors are not appropriate, in conjunction and consistent with firm goals and objectives.
- Responsible for coordinating management of general office operations and implementation of firmwide policy initiatives to insure cohesion and best business practices, sharing information and best practices to for consistent service levels for personnel and visitors across all offices. Establish and implement short- and long-range goals and objectives, policies and operating procedures related to administrative operations. Monitor and evaluate program(s) effectiveness and effect changes required for improvement.
- Consistently utilize the firm’s document management system to correctly file documents and correspondence for future reference and for information sharing. Manage user access permissions for related Digital File workspaces.
- Responsible for continual evaluation and streamlining of administrative support staff functions across functional departmental lines to be consistent with firm policies, goals and targets.
- Collaborate with Firmwide Records Senior Manager regarding records management personnel, including staffing, performance, compensation, as well as job assignments in Office Services or other Operations-related functions.
- Develop and implement processes for operations related to fiscal, personnel, purchasing, and organizational planning which are consistent with firm structure and long-range planning processes as well as firm policies and procedures.
- Responsible for developing, testing and implementing appropriate disaster and emergency contingency plans to dovetail with other such firm plans.
- Ensure compliance with firm records retention policies and work in tandem with members of management in the context of conflicts and other business intake issues to ensure that policies are adhered to and problems escalated when necessary.
- Monitor the financial implications of changes in the business practices of the operations functions and recommend changes to management, as appropriate. For all South Central offices, assist with the annual budget process, and track expenses, and conduct ad hoc audits of ongoing expense categories such as employee parking and payroll deductions.
- May be designated as approver for certain vendor payments representing multiple cost centers or client matters. This entails reviewing the invoices and working with the vendors to obtain credits, research and provide missing or incorrect firm charge codes, and working with Accounting to reclassify the charges accordingly.
- Work with Practice Group and Department leaders to ensure offices have appropriate support and are integrated with the firm at large.
- Resolve all operational problems and serve as coordinator/liaison between the various operations departments to ensure seamless operations; be the central point of contact and collaborate with managers in Accounting, IT, Human Resources, and other support departments to address multi-office issues, to communicate and implement initiatives, and to continuously improve service and quality.
- Assist firm's administrative Chiefs with ensuring accurate completion and timely submission of reports and projects by others in accordance with requirements established by the firm's Chief Operating Officer.
- Develop solutions for local complex business problems that require ingenuity, innovation and coordination with Chief Officers.
- Represent the firm with vendors, peers and others in the professional community, as required.
- Maintain clarity about values, vision meaning, and purpose.
- Manage business teams to ensure all projects meet strategic objectives.
- Perform miscellaneous job duties and tasks, as required. May perform the Business Manager functions for any office in any interim, backup or substitute capacity. Acts as backup on behalf of various operations managers/supervisors to approve staff time cards.
- May volunteer or be selected to sever on special committees, work groups, project teams, or escalation teams related to various firmwide initiatives. Initiatives may be specific one-time events, such as developing and/or delivering RSU trainings, or ongoing activities.
Bachelor's degree in a professional discipline such as business administration or finance preferred. Advanced degree or training considered a plus. Equivalent experience may be considered.
Minimum of seven years of management experience. Previous law firm or service environment experience required.
Strong leadership, management, financial, problem-solving and organizational skills. Understanding, influencing and serving others are important attributes in this position. The ability to select, develop and motivate people and create a positive work environment. The ability to resolve office and human resource issues quickly and effectively and to determine appropriate courses of action for the organization. Must be flexible, have well-developed interpersonal skills and be able to interact with employees at all levels of the firm as well as vendors. Proficient with MS-Office, especially Word, Excel, and PowerPoint to create and edit resource tracking spreadsheets and reports, internal and external correspondence, and presentations. Have sufficient understanding of IT functionality and terminology in order to communicate and address issues regarding systems and equipment operation, maintenance, and provisioning.
Responsible for directing the activities of the Firm's various administrative personnel located in designated South Central offices. Also supervises the Business Managers in these locations.
Personal computer and other office equipment such as telephone, calculator, copier, scanner, etc.
Sitting, standing, bending, stooping, and reaching. Lifting up to 20 pounds. Manual dexterity and range of hearing/vision sufficient to operate standard office machines.
Able to deal with stress associated with fast-paced work environment. Multiple priorities/tasks. Make judgment decisions and adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels.
Works in a professional office environment. Routinely works hours in excess of 40 hours in a work week, including evenings and/or weekends and must be accessible during off hours and be able to respond to office emergency situations. Due to global working environment, work responsibilities may cut across various time zones. The ability to travel to other Reed Smith office locations (plane, train, car, etc.) and some overnight travel is required.
Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitivesalary, flexible benefits program, tuition assistance, and generous 401 (k) plan.
Qualified candidates only, No search firms. Reed Smith is an Equal Opportunity Employer.
Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, colour, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.