Morgan, Lewis & Bockius LLP, one of the world's leading global law firms with offices in strategic hubs of commerce, law, and government across North America, Asia, Europe, and the Middle East, has an opening for an Administrative Support Supervisor, reporting to the Director of Administration.

The Administrative Support Supervisor will be responsible for supervising and developing the administrative support team as well as providing secretary / administrative support when it is required.

The Administrative Support Supervisor will have a multitude of responsibilities, including but not limited to, recruitment, the allocation of work, training and development, evaluation and performance management and administration of HR policies and procedures in relation to the administrative support population.

This position will reside in our Miami office with a hybrid in-office / remote working schedule.

Key responsibilities of this position include :

Supervise the office administrative support team and reception by setting direction and priorities, ensuring balanced workloads, resolving internal staff issues, communicating appropriate information, building effective teams, and delegating as appropriate.

Recruitment, training and development, evaluation and performance management of the administrative support team and related functions.

Monitor administrative support workloads and coordinate administrative coverage as needed, including adjusting the administrative support allocations accordingly to accommodate new hires / departures, etc.

Monitor administrative ratios; in partnership with DOA, work to ensure compliance with the Firm's ratios targets; prepare monthly ratio reports.

Ensure coverage for after hours and weekend work, closings, off-site assistance for trial support and special projects as requested.

Conduct regular one-on-one meetings with members of the administrative support team and related functions.

Facilitate the development of staff by providing opportunities and support; provide timely feedback on work product; regularly coach, evaluate, and recognize staff performance and accomplishments.

Conduct administrative support team meetings, prepare agenda, follow up on action items and update the DOA on new initiatives and key areas of concern.

Implement administrative support initiatives, trainings, and best practices.

Coordinate onboarding, orientation, and integration for all new hires in collaboration with the DOA, Attorney Recruiting and Human Resources departments.

Collaborate with the DOA to facilitate the design, development and implementation of various office and firm-wide initiatives.

In coordination with the DOA, assist office and committee leaders with coordination and execution of office socials, charitable events, practice group meetings, partners meetings, etc.

Serve as liaison to all personnel for direction as to which departments can assist with various requests.

Draft documents, correspondence, office newsletters and maintain calendar.

Process office expenses and reimbursements.

Assist with the preparation of the office Business Continuity Plan.

Oversee established security standards, emergency procedures and related training.

Serve as a liaison with building management.

Update the Global Events Calendar.

Promote a work environment that fosters teamwork.

Consult with DOA and HR as needed.

Experience / Qualifications :

This job requires a minimum of five years' experience in either a secretarial supervisory capacity or similar administrative position within a law firm.

Educated to degree level or equivalent or at least five years of Legal Secretarial experience in lieu of degree qualification.

Excellent leadership skills (i.e., organizing, planning, problem solving and decision making) necessary for effective management.

Well-developed and professional interpersonal skills; ability to interact effectively with people at all organizational levels of the firm.

Well-motivated with a proven ability to manage own workload and juggle any conflicting priorities.

Proven ability to deal with confidential and sensitive management information with the appropriate discretion.

Ability to work in a team environment with a customer service focus.

Strong communication skills, both written and oral.

Organizational skills needed to manage time well, prioritize effectively and handle multiple deadlines.

Ability to use independent judgment and discretion when making decisions.

Critical eye for detail and consistency.

Knowledge and proficiency in PC applications, including MS Office.

Positive, professional attitude and able to remain calm under pressure.

Ability to prioritize and use own initiative.

Highly motivated and confident.

Dependable and team-oriented.

Professional demeanor appropriate for an international law firm.

LI-Hybrid

Morgan, Lewis & Bockius LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and / or mental disabilities.

We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.

Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment qualified applicants with arrest and conviction records.

California Applicants : Pursuant to the California Consumer Privacy Act, the following link contains the Firm's California Consumer Privacy Act Privacy Notice for Candidates which explains the categories of personal information that we collect and the purposes for which we use such personal information.

CCPA Privacy Notice for Candidates

Morgan Lewis & Bockius LLP is also an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

If you are interested in applying for employment with Morgan Lewis and need special assistance or an accommodation to use our website or to apply for a position, please call or email the following contacts :

Professional Staff positions - 1.888.534.5003 / talent.acquisition@morganlewis.com

Morgan, Lewis & Bockius, LLP reasonably accommodates applicants and employees who need them to perform the essential functions of the job because of disability, religious belief, or other reason protected by applicable law.

If you believe you need a reasonable accommodation during the application process, please contact Talent Acquisition at talent.

acquisition@morganlewis.com .

Last updated : 2024-05-01