Office Administrator - Charlotte (Project Management)

Katten is a full-service law firm with approximately 700 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm's core areas of practice include corporate, financial markets and funds, insolvency and restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals.

Office Administrator - Charlotte

The Office Administrator – Charlotte exercises discretion and independent judgment while working under the general direction of the Chief Administrative Officer, the Office Managing Partner and according to established firm policies and procedures. The Office Administrator – Charlotte is responsible for the management and oversight for multiple functional teams within the Charlotte office which includes Facilities, Reception, Events, Docket, Office Services, Records, Word Processing Services and the day-to-day supervision of Legal Executive Assistants (LEAs) and Legal Administrative Assistants (LAAs). The Office Administrator will work closely in collaboration with management across all administrative departments. Each OA has an “Ambassador” responsibility as well.

Essential duties are performed personally or through delegation/supervision of subordinates. The Office Administrator maintains professionalism and strict confidentiality in all client and firm matters.

Katten offers a hybrid work model, allowing the flexibility to work both on-site and remotely on a regular basis (KattenFlex). 

Essential Duties and Responsibilities include, but may not be limited to, the following. Other duties may be requested and/or assigned. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Supervise all administrative areas to ensure they are productive and efficient. Provide staff with ongoing guidance, direction, and feedback to ensure a productive, professional, and motivated workgroup. Coordinate functions that enhance employee relations such as informational meetings.
• Review Legal Executive Assistant (LEA) assignments and coordinate assignment changes with LEAs, attorneys, paralegals, department heads and Human Resources.  Share information/ideas through regularly scheduled meetings and determine need for restructure/work reallocation in effort to properly support attorney population.
• Coordinate requests for overflow and overtime assistance from attorneys and LEAs by directly interacting with, and distributing work to, the Word Processing Department and other required staff. Ensure consistency of workflow, timeliness of projects, and the most economical and efficient resources available for completion of work.
• Audit and monitor assigned LEA group's time reporting in the ADP system.
• Monitor unscheduled absences and identify excessive absenteeism trends. Refer individuals to Human Resources, when required.
• Proactively determine coverage needs during critical periods (e.g., holidays, etc.) by communicating with attorneys, paralegals, and LEAs to determine the best resources for completion of work.
• Assist in the development of procedures and continuing education for assigned administrative staff and to provide job evaluation training, as necessary, to develop/enhance skills.
• Counsel staff who are not meeting Firm standards and discuss improvement methods.  Provide initial and ongoing disciplinary measures whenever appropriate (verbal warning, performance improve plan and/or termination of employment) by working with the Director of Human Resources and Human Resources Managers. 
• Provide personnel management of assigned LEA staff which includes interviewing, coordinating assignments, training, evaluation, discipline, conflict resolution, and termination.
• Work in tandem with the Facilities team on office moves, assignment changes and new hires.  
• Ensure approval for any hiring needs and interview applicants. Oversee the performance review process and conduct reviews of those directly under your supervision. Keep apprised of federal, state, and local laws and regulations to ensure Firm compliance.
• Prepare and monitor the administrative budget.
• Maintain technical and professional knowledge by attending educational workshops, reviewing professional publications, and participating in professional associations.
• Coordinate functions, with the assistance of Human Resources and other required Firm personnel, that enhance employee relations such as, but not limited to, various informational meetings, health fairs, health screenings, flu shots and firm sponsored events/programs. Assist in the development of procedures and continuing education of staff and provide job evaluation training as necessary to develop capabilities to ensure consistency with Firm goals.
• Perform other duties as assigned by the Managing Partner or Chief Administrative Officer. 

Supervisory Responsibilities

• Directly supervises employees and is responsible for their overall direction, coordination, and evaluation. Carries out supervisory responsibilities in accordance with the Firm's policies and applicable laws. Responsibilities include interviewing, training, and developing employees; planning, assigning, and directing work; administering the performance appraisal process; budgeting; rewarding and disciplining employees; addressing complaints and resolving problems; and making recommendations for hiring, promotion, bonus amounts, compensation, and termination.

Knowledge, Skills and Abilities

• Bachelor's Degree in Business, Human Resources Management or related field and/or seven or more years progressive experience in office administration along with a strong background in all areas of administration are required.
• Proven leadership characteristics, including the ability to achieve results through others, manage multiple priorities and projects, handle complex relationships, and develop employees are critical. Prior office management experience in a large legal or professional services firm is preferred. Strong project management experience is also preferred.
• Ability to manage and administer a broad range of tasks including resolving complaints and counseling managers and employees on the interpretation of policies and procedures.
• Supervisory/managerial skills necessary in order to interact and communicate with subordinates, provide instruction/direction/training, determine work priorities, and coordinate the activities of a work team. Ability to plan, coordinate, and direct the work of subordinate staff engaged in various professional, technical, and clerical functions.
• Analytical skills requiring an aptitude for detail, precision, and logic with comprehensive office administration experience in order to conduct detailed analyses of various administrative plans, policies, and procedures fundamental to performing essential duties of the position.
• Ability to work discreetly with confidential information and situations. Ability to identify and analyze Human Resources/Office Administration issues and problems, to recommend and implement solutions, and to respond effectively to the most sensitive inquiries and complaints.
• Exhibit high degree of initiative and critical-thinking skills in exercising independent judgment and making decisions in a fast-paced, deadline-driven, detail-oriented work environment. Proactive with excellent troubleshooting, problem resolution, and follow-through skills.
• Outstanding interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
• Exceptional organizational skills including record keeping, data collection, and system information. Ability to compile and analyze complex data and furnish concise, detailed information in report format, written correspondence, e-mail, or verbally.
• Computer proficient with experience and working knowledge of HRIS (PeopleSoft, Microsoft Access), Excel, Outlook, and MS Word preferred.
• Ability to perform detailed mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying calculations on forms and documents, and preparing and compiling statistical data for various reports and the office budget.
• Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 10 pounds.

We offer an outstanding benefit package which includes medical/dental/vision, 401k with employer contribution, parental leave, transportation fringe benefit program, back-up care option, generous paid time off policy, and long-term and short-term disability policies.

Katten Muchin Rosenman LLP is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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