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Manager of Secretarial Services

New York, NY



The Secretarial Services department, consisting of over 70 secretaries, provides 24/7 administrative and document production support to firm-wide attorneys, and collaborates with and provides document (special projects) production and administrative assistance to Firm’s administrative support departments. The department organizes and manages Secretarial Services/Document Production and Conference Center functions. Responsibilities include staffing, scheduling, performance review management, recruiting, orienting and developing yearly curriculum for continuing education.


Job Relationships:
The Manager of Secretarial Services reports directly to the Director of HR Business Services. This is a highly visible position, and as such, entails frequent interaction and collaboration with all partners, attorneys, human resources and business services directors.


Duties & Responsibilities:
  • Plans, organizes, integrates and evaluates the work of the Secretarial Department and 375 Conference Center
  • Manages and directs the development, implementation and evaluation of plans, policies, systems and procedures to achieve annual goals, objectives and work standards
  • Creates and monitors performance against the department’s annual budget
  • Provides day-to-day leadership and works with staff to ensure a high performance, customer service oriented work environment which supports achieving the department’s and Firm’s mission and values
  • Develops and communicates guidelines and practices to promote efficiency, effectiveness and excellent customer service in alignment with the Firm's Core Values
  • Directs coordination of secretarial projects: identifying resources required, overseeing progress of ongoing projects and communicating closely with administration regarding progress of projects
  • Assigns and evaluates assignments regularly and makes adjustments where needed to ensure an equitable distribution of work and level of service
  • Reviews and monitors monthly utilization and overtime reports to optimize ratios of secretary to attorney
  • Oversees daily staffing needs with managers and supervisors to ensure coverage is provided when other secretaries are on vacation or a leave of absence
  • Communicates job expectations; plans, monitors and appraises job results; coaches and counsels when needed
  • Addresses performance issues and initiates disciplinary procedures in collaboration with human resources
  • Responsible for the annual performance review process; generates and writes performance evaluations, collects and incorporates attorney feedback and conducts performance discussion with secretary
  • Determines annual year-end salary increases and bonuses in collaboration with human resources
  • Responsible for the interviewing, selecting and hiring of new secretaries
  • Identifies training needs and develops on-going training programs and materials
  • Counsels and facilitates conflict resolution with secretarial staff on employee relations issues with peers and/or attorneys whom they support
  • Consults regularly with Partners and Attorneys to ensure their needs are being met and excellent service is being provided
  • Responsible for the management of 2 other managers and 4 supervisors
  • Oversees departmental moves in collaboration with the facilities department
  • Stays abreast of current and new trends; maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; benchmarking state-of-the-art practices; participating in professional societies


Qualifications:
  • Education: Bachelor’s degree preferred.
  • Experience: 5-10 years of experience in a supervisory/management capacity, preferably in a law firm. Legal Secretarial experience preferred.


Skills and Abilities:
  • Excellent interpersonal and communication skills
  • Experience with handling and resolving employee relations issues
  • Ability to communicate and interact effectively with partners, attorneys, legal staff, management and peers
  • Ability to act in a fair, equitable and professional manner at all times
  • Ability to act with a high degree of integrity
  • Effective verbal and written skills
  • Even tempered, confident, resilient and perceptive
  • Strong customer service orientation
  • Strong team player
  • Ability to respond to needs of attorneys
  • Ability to plan, organize and manage multiple priorities
  • Exercises sound judgment and effective decision-making skills
  • Ability to work independently, under pressure with interruptions and with tight deadlines
  • Ability to use independent judgment
  • Ability to assign and delegate work and problem solve
  • Must be resourceful, detail-oriented, organized and proactive to the needs of the job
  • Ability to handle confidential and sensitive information
  • Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems



 
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