Ropes & Gray LLP · 3 weeks ago
Office Administrator (Chicago)
Chicago, IL
Full-time
Onsite
Senior Level
$135K/yr - $205K/yr
5+ years expRopes & Gray is a preeminent global law firm recognized for its leading practices. The Office Administrator will oversee the day-to-day management of the office, ensuring administrative operations run smoothly while managing various teams and collaborating with HR.
ConsultingLaw EnforcementLegal
Responsibilities
Provides day-to-day oversight of the office including direct management of Legal Executive and Administrative Assistants and Receptionists, and matrix management of Office Services, IT/AV, and Conference Services teams
Manages team assignments, holiday and team coverage, workflow, training, and performance expectations for Legal Executive Assistants. Conducts bi-annual performance evaluations
Hosts regular 1-1 and group meetings with team members
Collaborates with the HR Department in managing and resolving performance and employee relations issues
Represents the office to firm-wide department management and provides point of contact for communication and coordination
Works closely with the HR Department in proposing recruiting sources, participates in the interview process for potential candidates as required
Manages and conducts orientation of new business support. Coordinates with Legal Recruiting department to support new associate programs and lateral associate and partner onboarding
Partners with the Office Managing Partner to support the office strategic plan
Proactively organizes and hosts fun and creative social events to increase engagement, strengthen relationships, and maintain office morale
Collaborates with Conference Services and Events team to support office-wide events (staff appreciation, holiday party, etc.) as well as other internal and client meetings/events
Initiates, organizes, facilitates and participates in community service efforts sponsored by the firm or local office
Negotiates with firm’s contractors and vendors. Manages and supervises all contractors and vendors
Conducts regular reviews of vendors and contracts in place to ensure proper service levels are realized. Recommends changes and ensures smooth transition to new vendors as necessary
Recommends partner, associate, paralegal and other business support office assignments to the Office Managing Partner
Plans and executes all internal office moves to ensure minimum disruption to the operational working of the firm
Interfaces with property manager for day to day building services issues
Local subject matter expert and local lead for office build-outs and/or move activity. Coordinates with local vendors and other firm personnel to execute against plans
Works with firm-wide operations managers to ensure that all operations’ Infonet pages are up-to-date, particularly with respect to local office page, business continuity and emergency procedures
Ensures the security of the firm’s buildings and real estate
Monitors leasing and any sublease arrangements and responds to subtenant requests; coordinates tenant improvement construction projects
Maintains proper financial controls, contributes to planning the annual budget in collaboration with Office Managing Partner and Director of Office Administration
Works with the Manager of Business Continuity to develop, maintain and communicate the local office particulars of all business continuation plans for emergencies, disasters or pandemics. Plans and supervises emergency evacuation drills and CPR/AED training for business support
Implements an environmental policy for the office
Addresses the health and safety of the office, and implements a Health & Safety policy ensuring the firm is compliant with all relevant law & regulations
Undertakes ad-hoc related projects as and when required
Qualification
Required
Bachelor's Degree or the equivalent in Business, Finance or a related discipline plus 5-10 years of directly related experience managing legal secretaries and/or administrative support
At least 3-5 of those years should be in administrative management in a law office of more than 15 lawyers (preferably a branch office of a large law firm)
Ability to work in a matrix management environment
Strong influence, facilitation, motivation, and resolution skills
Thorough understanding of legal secretarial role and responsibilities and attorney/secretary relationship
Must demonstrate the ability to manage and solve complex problems, establish priorities and organize work
Ability to be flexible and able to manage conflicting deadlines and requests
Strong oral and written communication skills
Strong coaching and mentoring skills
Ability to utilize interpersonal skills to motivate individuals toward common goal or influence change
Working knowledge of computer software programs such as Outlook, Word, Excel, and PowerPoint
Benefits
Comprehensive health and well-being benefits
Personal and professional development
Career growth opportunities
A collegial and supportive culture
Discretionary bonus based on performance
Company
Ropes & Gray LLP
Ropes & Gray, a preeminent, global law firm, has been ranked in the top-three on The American Lawyer's prestigious "A-List" for eight consecutive years and listed on Law.com’s UK “A-List” for three years in a row.
1001-5000 employees
H1B Sponsorship
Ropes & Gray LLP has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (26)
2024 (23)
2023 (24)
2022 (38)
2021 (21)
2020 (21)
Funding
Current Stage
Late StageLeadership Team
B
Bruce Willman
Chief Financial Officer
Amanda Persaud
Partner
Recent News
bloomberglaw.com
2025-12-05
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