Office Administrator

Job Description Summary:

Fenwick & West is seeking an Office Administrator (“OA”) for our San Francisco office. The OA will be responsible for the day-to-day operations and administrative functions for the office and will work collaboratively with office partners, direct reports, and other key personnel across the firm to provide exceptional customer service and administrative support. This role is highly visible and will partner with key personnel to ensure successful office management in the areas of general office operations, facilities, office services, and management of administrative staff. This is a full-time exempt position and requires 100% onsite presence.

Job Description:

People Management & Leadership

• Provide consistent feedback and guidance to team members: Hold regular one-on-one meetings with team members to give timely, specific feedback that reinforces, strengthens, and addresses areas for improvements

• Setting clear expectations: Establish and consistently apply standards for performance, conduct, work schedules, and in-office presence

• Own performance management: Lead the team’s annual performance reviews, providing candid, meaningful evaluations grounded in the firm’s Business Professional Competency Framework

• Address issues proactively: Identify and address performance issues and conduct concerns promptly, maintain appropriate documentation, and engage HR early to determine the appropriate approach and support

• Communicate proactively: Keep the Senior Directors and/or your HRBP informed of significant issues, risks, and changes as they arise, with context and recommended next steps

• Support employee development: Hold regular career and development conversations focused on strengths, growth opportunities, and goals

• Training and development: Partner with the firm’s technical training department and/or trainer to provide direct reports with the technical and substantive training they need to succeed in their roles

• Foster an engaged team culture: Build an inclusive, collaborative environment, recognize contributions, and monitor workload, engagement, and morale to identify and address concerns early

• Demonstrate firm citizenship: Model the firm’s values and build strong relationships across teams through cross-functional collaboration and active participation in firm initiatives

• Lead by example as an AI champion, encouraging the team to explore new tools, share best practices, and adopt innovative approaches that improve efficiency and service

In-Office Experience 

• Lead and participate in Office Committee meetings

• Lead weekly team meetings to share best practices and provide training, cross-training, and mentoring

• Develop and lead initiatives that strengthen office culture and foster in-person connection and collaboration for attorneys, staff and visitors 

• Collaborate with OA cohort and other managers on special projects

• Point person for all general/local office inquiries, work closely with the IT team on office needs 

• Collaborate with various teams on in office onboarding for new attorneys and staff, including transfer and delivery of new attorneys’ items from previous firms

Legal Practice Assistant and Executive Assistant Workflow and Assignment Coordination

• Responsible for day-to-day management of corporate executive assistants 

• Manage executive assistant workflow coordination as needed and pair appropriate executive assistants with attorneys requiring assistance, based on Practice Management guidelines

• Responsible for collaboration with Firm Administrative, Business Center and Practice Management leadership to provide complete support for attorneys

• Connect with attorneys on a regular basis to understand how the team can better support them

• Maintain assignment pairing lists and keep information current in Workday

• Recommend training and mentoring initiatives

• Approve overtime and timesheets

• Monitor in-office activity for all office Legal Practice Assistants, Executive Assistants and Business Center personnel; coordinate with Senior Manager of Legal Administrative Services and Business Center Manager to ensure in-office attendance compliance

• Responsible for the integration of newly hired executive assistants 

Office Operations & Management 

• Serve as the primary contact with the building landlord and property management on maintenance, security, and emergency preparedness, in coordination with firmwide standards

• Oversee all office operations, including facilities, office services, and reception

• Manage all on-site vendors, including catering for lunches, dinners, and special events

• Coordinate workspace set-up and all office moves

• Oversee office supply areas, ensuring consistent stock and efficient ordering

• Maintain all pantries and kitchen equipment throughout the office

• Ensure the office is clean, functional, safe, and compliant with applicable laws and regulations

• Manage the office budget, including food and beverage, catering, kitchen supplies, equipment, and services; process invoices and ensure unbudgeted expenses are approved

• Resolve issues related to office space, building and emergency procedures, and construction projects

• For administrative, facilities, and office services staff, approve daily reports, overtime, and vacation, personal and scheduled sick days

• Plan and execute internal office events, and partner with Marketing on client events (conference room set-up, catering, décor, etc.) 

• Develop and document streamlined procedures and train staff on them 

• Maintain working knowledge of Workday, EMS, and Maptician; audit EMS conference room bookings for accuracy and train staff

• Attend relevant seminars and training to strengthen leadership skills

• Meet monthly with Partners and Office Leadership to discuss improvements to service delivery and office support  

Facilities Management

• Responsible for office assignment information in Workday

• Field requests for furniture items and partner with Senior Director to procure as necessary

• Conduct monthly office walk-throughs and prepare lists for recommended repairs, cleaning, and building maintenance for all common areas

• Manage ergonomic evaluations, coordinating with the Safety staff

• Coordinate with firmwide Safety and Security manager on training and supplies to have on hand

• Oversee stock of building key cards for guests, and production of cards for new employees, including photos

• Manage Brivo security program (card key and entry access)

• Assist with other projects as needed

Desired Skills and Qualifications:

To be successful, an individual should demonstrate the following competencies to perform the essential functions of this position.

• Professional presence and good judgement 

• Client service focus and excellent leadership skills 

• Self-starter, proactive, and resourceful

• Exceptional time management skills 

• Ability to think strategically and innovatively

• Ability to prioritize and handle multiple tasks with minimal oversight in a fast paced and high-pressure environment 

• Strong analytical skills  

• Professional and friendly, “can-do” demeanor 

• Ability to maintain absolute confidentiality

• Exceptional customer service skills and the ability to handle complicated matters and/or complaints in a calm, courteous, and diplomatic manner

• Experience with team building and conflict resolution

• Ability to mentor, effectively supervise, lead, motivate and train staff

• Proficiency in MS Office, Excel, MS Word, Outlook, PowerPoint, Adobe Acrobat and other applications

• Excellent written, verbal, and organizational skills

• High level of attention to detail and quality control

Reporting to the Senior Director of Facilities and Operations & Senior Director of Administrative Services, the ideal candidate will have a minimum of eight (8) years office management experience with facilities/office services experience in a law firm or professional services firm. Bachelor’s degree required.

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing. Except as otherwise required by law, temporary employees are generally not entitled to these benefits.

The anticipated range for this position is:

$147,200 - $209,300

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance.  Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.