Office Administrator

Practice Group / Department:

Office Administration and Legal Support Personnel

Job Description

We are a global law firm with a powerful strategic focus and real momentum. Our industry-focused strategy is seeing us take on pioneering work in places that others have yet to reach. Our shared values define our culture and our workplace. You will find us to be unusually collegial, team-oriented, and ready to innovate. We work seamlessly across practices, offices and around the world. This elimination of boundaries has allowed us to evolve into a law firm that works as hard for its culture as it does for its clients.

The Office Administrator will oversee the day-to-day operations of the Houston, Texas office. This position is relied upon to be the office's go-to person and ensures administrative operations run smoothly so lawyers may focus on the practice of law. This position reports to the Senior Manager, Office Administration and Legal Support Personnel with an indirect report to the Houston Partner-in-Charge and Houston Administrative Partner. Norton Rose Fulbright offers the ability to work remotely from time to time. The Office Administrator is expected to be in the office at least four days per week, and potentially more for events and general oversight.

Responsibilities include but are not limited to:
Management of local legal support personnel including practice assistants, practice coordinators and paralegals
Management of administrative coordinators and receptionist
Coordination of third-party on-site support including office services (mail, reproduction and digital services and conferences services)
Management of space maintenance, planning and security; liaise with building management regarding day-to-day issues
Responsible for health and safety within office
Address personnel issues, including performance management and on-boarding/off-boarding, in collaboration with Human Resources
Working with Facilities Manager and Procurement Manager on local vendor procurement and contracts
Preparing and monitoring the office administrative operations budget
Assisting with partner meetings, including scheduling, agendas, and general coordination
Coordinating events and details related to the firm's sporting, arts, and theater tickets/suites for the local office; includes management of multiple suite owners invoicing and ticket processes
Planning, organizing and coordinating office events, conferences, CLE seminars and related activities
Handling the local office's community relations and charitable giving programs; this includes budget creation and management, lawyer board involvement and sponsorship benefits management including documentation of all requests submitted to the firm
Approving expenses and approve of semi-monthly reimbursements for the local office through online system
Actively participating in ad hoc working groups for national operational initiatives
Proactively identifying the need for national and local operational improvements to meet the changing needs of the global legal practice
Coordinating and implementing other office initiatives or other duties, as necessary

Please note this job description does not cover or contain all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Capabilities and Attributes:
Bachelor's degree preferred
Minimum 10 years of professional services experience, preferably in a law firm, and minimum 5 of supervisory experience
Human Resources experience a plus
Ability to work discreetly with confidential information and situations
Ability to quickly identify and analyze issues and problems; recommend and implement solutions; and respond effectively to sensitive inquiries and complaints
A proactive focus on operational excellence, client service, efficiency, and cost management
Excellent verbal and written communication skills
A self-starter with a do what it takes attitude
Practices a spirit of continuous improvement
Ability to multi-task with excellent organizational skills
Exercises flexibility and sound judgment at all times and in all situations
Excellent problem solving and follow-through
Ability to plan, coordinate, and direct the work of others
Responsive, and ability to be available, including outside of regular business hours in an emergency or high priority situation

Norton Rose Fulbright US LLP is an Equal Opportunity/Affirmative Action Employer and complies with all applicable federal laws and their implementing regulations that require the collection and recording of certain data and information. The information we receive will not be used to make any decision regarding employment and will be kept separate from your application. Similarly, self-identification information is kept confidential and used only in accordance with applicable federal laws and regulations. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Norton Rose Fulbright is committed to providing reasonable accommodation as an Equal Opportunity Employer to applicants with disabilities. If you require assistance or accommodation to complete your application, please contact [email protected]. Please provide your contact information and a description of your accessibility issue. We will make a determination on your request for reasonable accommodation on a case-by-case basis.

E-Verify is a registered trademark of the U.S. Department of Homeland Security. This business uses E-Verify in its hiring practices to achieve a lawful workforce.

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