Job Title: Manager, Practice Assistants
Job Responsibilities:
The Manager, Practice Assistants at the law firm is tasked with managing and coordinating secretarial support for lawyers, paralegals, and clerks. The essential duties and responsibilities include:
- Managing secretarial assignments, monitoring overtime, preparing monthly secretarial overtime reports, and ensuring a service-oriented approach to supporting timekeepers.
- Proposing the annual budget for the secretarial department and monitoring the budget variance report.
- Reading lawyer and paralegal reviews, summarizing comments, and proposing salary increases for each secretarial staff member.
- Providing evaluations on administrative matters such as attendance, tardiness, cooperative attitude, and professionalism.
- Assisting with staffing and recruiting for the secretarial department by reviewing resumes, coordinating pre-employment testing appointments, conducting interviews and reference checks, recommending candidates to lawyers and paralegals, and coordinating hiring.
- Providing training and orientation for new secretarial employees.
- Coordinating space committee meetings, including office assignments with secretarial support.
- Working in conjunction with the Copy Service Center, Records Supervisor, and Paralegal Director to enhance productivity and efficiency.
- Keeping current on employment laws and consulting with HR if an employee issue may involve a legal issue.
- Participating in employee counseling and development with HR to correct sub-standard performance and/or professional behavior.
- Ensuring proper documentation of counseling meetings is complete.
- Making recommendations for employee dismissals and coordinating approval of dismissals with the Human Resource Director.
- Ensuring personnel record-keeping is completed (., payroll change forms).
- Tracking the use of PTO and FML for secretarial employees by creating an Excel spreadsheet.
Secondary duties and responsibilities include:
- Recording secretarial absences from the call-off line and providing adequate coverage either by arranging floater assignments or backup support.
- Daily updating of the floater assignment schedule based on call-offs.
- Coordinating temporary secretarial support with lawyers expecting long-term needs.
- Approving invoices for gift baskets sent to secretarial staff.
- Preparing check requests for parking leases for night secretaries.
- Coordinating the “summer secretarial” program.
- Providing appropriate secretarial support during weekends and holidays, often arranging after business hours.
- Performing additional duties as assigned.
Knowledge, Skills, and Abilities Required:
- Proficiency in Microsoft Office software and HRIS systems.
- Ability to work under pressure with multiple deadlines and concurrent projects.
- Analytical thinking, handling interruptions, and adapting to varying situations while maintaining flexibility.
- Effective written and oral communication skills.
- Diplomacy and tact in sensitive situations and effective interaction with diverse personalities.
- Maintaining confidentiality.
- Assisting legal secretaries with questions and problems positively.
- Exercising good judgment.
Experience:
- 3-5 years of HR and secretarial experience with supervisory duties, with previous law firm experience preferred.
Education:
- A four-year degree from an accredited college or university is preferred.
Salary Information:
- Compensation Salary: $117,000 - $176,000
- The compensation salary for this position will be determined during the interview process and will vary based on multiple factors, including prior experience, relevant expertise, current business needs, and market factors.
Working Conditions:
- Desk/office type environment requiring a combination of sedentary, standing, walking, reaching, stooping, lifting, etc.
- Daily use of a personal computer and associated software systems.
- Daily use of telephone and photocopy equipment.
About the Firm:
The law firm is a fully integrated global law firm with offices across five continents. It has experienced dramatic growth in the past decade and now ranks among the largest law firms in the world. The firm prides itself on innovation, imagination, and an entrepreneurial spirit. The firm is committed to working together to create a legacy for each other, the firm, clients, and the communities it serves. The firm thrives in an inclusive and socially conscious environment embracing diversity and taking a holistic approach to career evolution.
Benefits:
The law firm offers a comprehensive suite of benefits, including:
- Medical/Prescription Drug Coverage with a Health Savings Account
- Back-up Child/Elder Care and caregiving concierge
- Dental Insurance
- Wellness Program
- Vision Insurance
- Pre-tax Commuting Benefits
- 401(k) Retirement Plan and Profit Sharing
- Business Travel Accident Insurance
- Short- and Long-term Disability Protection
- Pet Insurance
- Life Insurance
- Health Advocacy Services
- Paid Time Off (25-30 days per year)
- Identity Protection/Restoration and Fraud Insurance
- Parental Leave (18 weeks, 6 paid)
- Student loan refinancing options and a student loan concierge service
- Paid Holidays (12)
- Addiction Resources
- Family Building Benefits
- Breast Milk Delivery and Lactation Support Services
- Flexible Spending Accounts
- Bonuses and certain expense reimbursements
- Employee Assistance Program
- Professional Development and CLE Credit Opportunities
- 529 Deductions
- Relocation
- Accident Insurance
- Employee Referral Program
- Critical Illness Insurance
- Hybrid/Remote Work Opportunities
- Hospital Indemnity Insurance
- Perks: Technology, Entertainment, and Travel Discount Programs
- Bereavement Leave
- All other benefits required by law
Equal Employment Opportunity:
The firm is an equal opportunity employer. Employment decisions are based on merit, qualifications, and competence. Employment practices are not influenced by race, religion, creed, color, national origin, ancestry, citizenship, disability, medical condition, genetic information, marital status, sex, pregnancy, gender, parental status, gender identity, sexual orientation, age, familial status, domestic violence victim status, military and veteran status, or any other characteristic protected by applicable law. The firm provides an environment free of prohibited harassment, complying with disability laws and making reasonable accommodations for applicants and employees with disabilities.
