Office Administration Manager

Skadden is looking for an Office Administration Manager to join the Brussels office. This position will be responsible for managing the strategic and day-to-day operations of the manager's respective office, implementing Firm-wide strategies and processes and ensuring the needs of the local attorneys, staff and Firm clients are met.  The manager will liaise with the Firm's regional and global administrative departments on operational matters and firm-wide initiatives and will manage the global office operations including, financial management, network and technology support, office services, facilities and office events. The manager will collaborate closely with the HR and Marketing departments.

• Works with the office Partners and office managers, as applicable, to strategize and implement plans to address changing needs of the attorneys, clients and office.
• Collaborates with Office Leader and local Data Protection Officer, where applicable, to ensure compliance with Data Protection regulations.
  
• Partners with the Human Resources, Attorney Recruiting, Professional Personnel and Diversity, Equity and Inclusion Departments on diversity and inclusion related programs for the office.
  
• Oversees and ensures compliance with office and Firm policies and procedures,
  
• Supports Firm's practice and business priorities by developing guidelines and processes to promote efficiency, effectiveness, excellent customer service and improved employee relations, in alignment with the Firm's Core Values.
  
• Facilitates local compliance and business reporting requirements.
  
• Coordinates vendor relationships both locally and in collaboration with established enterprise vendor relationships.
  
• Manages the office's infrastructure, including acquisitions and maintenance of office equipment, furniture and vendor relationships. Ensures that reception, kitchen, mail and copy centers, messenger and purchasing are operating effectively. 
  
• Manages space utilization, lease administration and other real estate related projects in consultation with Office Leader and Chief Real Estate Officer.
  
• Manages office Wellbeing, Health and Safety and Business Continuity projects and any other  ad hoc or office project as required.
  
• Provides leadership and support to practice support functions, such as Legal Assistant Services,  office accounting and administrative staff.
  
• Manages all office operations and support functions such as Records Managements/Archiving, Copy Center and Printing resources, Courier Services.
  
• Coordinates various office functions such as holiday parties, sporting events, staff appreciation events and charitable.
  
• Administers the office's Emergency Response Program and insures, in collaboration with the Chief Security and Support Services Officer, that effective emergency response readiness is in
• place and that staff is apprised of emergency response paradigms.
  
• Acts as the fire and disaster prevention manager, as applicable in the local office; keeps qualification current through approved training course.

Finance Administration

• Oversees budget and manages expenses throughout the offices support departments.  
  
• Provides direction for timekeeping, billing, accounts receivable and accounts payable. Recommends corrective action as required.
  
• Manages all financial processes for the office, tax issues and self-employed /VAT status of attorneys in collaboration with NY tax department.
  
• Liaises with external tax and accounting consultants and tax authorities.
  
• Manages complexities of office tasks and initiatives, within financial constraints.
  
• Prepares annual budget for the office in conjunction with the Planning and Analysis Department.
  
• Coordinates with the appropriate individuals in New York on accounting matters and liaises with outside accountants, , and banks on behalf of the Firm, as applicable.
  
• Manages payroll breakdown and invoices reporting for General ledger department in NY. 
  

Human Resources

• Collaborates with HR for all human resources activities of the office and any employment actions as appropriate and for backup purposes. Liaises with heads of support departments in NY and London for reporting purposes together with HR.
  
• Collaborates with HR to assess Support Staff training needs and to design training programs and/or retain outside facilitators.
  
• Administers the Professional Staff Human Resources (HR) activities of the office in conjunction with HR team and the Chief Human Resources Officer.
  
• Provides the Chief Human Resources Officer with updates concerning staff related matters including, but not limited to, employee relations, discipline issues and management issues.
  
• Provides assistance to expatriates, including immigration and relocation matters.
  
• Liaises with appropriate government entity on compliance, registrations, and renewals for foreign attorneys, as applicable.

Liaison with Firm Chief Officers

• Collaborates with Firm Chief Officers to promote Firm established standards and priorities at all levels within the office.
  
• Ensures that goals and priorities set by Firm Chief Officers are appropriately administered locally.

Professional Attributes

• Forges cooperative and mutually respective relationships between and among partners, attorneys and staff.
  
• Builds and maintains credibility and trustworthiness.
  
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
  
• Complies with and understands Firm operation, policies and procedures.
  
• Performs other related duties as assigned and required.

• Current knowledge of legal industry's best practices, trends and techniques
• Strong technological skills and knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), project management and database applications, with the ability to learn new software and operating systems
• Broad and thorough knowledge of finance field and procedures (including accounting, budgeting, client accounting and administration)
• Strong written and spoken bilingual (local languages and English)
• Ability to engender respect of attorneys and staff by demonstrating a deep understanding of the business of law firm management
• Understands and is able to successfully perform in a matrix environment
• Ability to coordinate and implement projects, processes and change management
• Strong organizational skills, ability to prioritize multiple processes and projects and delegate effectively
• Professional demeanor, high emotional intelligence, cultural sensitivity and ability to interact effectively with all levels
• Strong initiative, collaboration and leadership skills
• Ability to positively influence and persuade
• Demonstrates effective interpersonal and communication skills
• Excellent analytical, troubleshooting, organizational, attention to detail and planning skills
• Ability to use discretion and exercise independent and sound judgment, and handle sensitive matters, and maintain impartiality and confidentiality
• Demonstrates a commitment to conducting oneself in an unbiased and objective manner
• Ability to work through business downturns and make difficult decisions
• Ability to administer Firm policies and procedures
• Ability to work well in a demanding and fast-paced environment
• Ability to work well independently as well as effectively within a team
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs
• Flexibility to travel

• Undergraduate or graduate degree in Business Administration or Finance
  
• Minimum of five years relevant office administration, finance or human resources management experience, preferably as an office manager or senior-level operations manager with a law or professional services firm.
• Proficiency in spoken and written English