Office Manager - London, United Kingdom - Kobre & Kim LLP

Description

Office Manager / Executive Assistant, London page is loaded

Office Manager / Executive Assistant, London

Kobre & Kim consistently seeks exceptional candidates with the talent to deliver outstanding service that anticipates client needs.

Position Details :

Embark on an exciting career journey within our dynamic London office as a combined Office Manager and Executive Assistant. This multifaceted role is perfect for a seasoned professional eager to expand their skills within a stimulating legal environment. Play a pivotal part in driving operational excellence, providing top-tier executive support to our partners, and fostering a collaborative and client-focused office culture. If you thrive on anticipating needs, excel at managing complex projects, and possess exceptional organisational skills, this opportunity is for you

Your Key Impact:

• Lead with Excellence: Direct our local Administrative Services team, ensuring seamless office operations. Build strong relationships with building management, vendors, and champion sustainability initiatives.
• Executive Support: Anticipate needs, streamline schedules, and execute flawless international travel for our leadership team. Contribute to business development initiatives and ensure deadlines are consistently met.
• Compliance & Process Champion: Partner with HR and legal to maintain full compliance, manage visas, and streamline onboarding. Drive health and safety initiatives, and spearhead business continuity planning efforts.
• Financial & Budget Steward: Manage the local office budget, oversee timely invoice processing, and collaborate with accounting to optimise spending.
• Tech Innovator: Work closely with IT to solve tech challenges, champion new tools, and enhance office productivity.

Ideal Qualifications:

• Proven Track Record: Demonstrated expertise in office management/executive administration, preferably in a law firm or professional services environment, with progressive responsibilities.
• Tech Proficiency & Adaptability: Proficient in Microsoft Office 365 with a willingness to master new software. Skilled in identifying and implementing technological solutions to enhance efficiency, and adept at collaborating with technical support teams.
• Multitasking and Project Management: Strong organisational skills, adept at prioritising complex workloads and meeting deadlines under pressure. Skilled at breaking down large projects into manageable tasks, ensuring successful outcomes.
• Strategic Communicator & Team Builder: Ability to build positive relationships across organisational levels, adapt communication style to different personalities, and foster a collaborative atmosphere. Possess excellent interpersonal, written, and verbal communication skills.
• Proactive Problem-Solver: Exhibit a solutions-oriented approach and proactive problem-solving aptitude. Demonstrate resourcefulness in identifying issues, developing innovative solutions, and independently overcoming obstacles.
• Unwavering Integrity: Exercise sound judgment and the highest degree of discretion when handling confidential information and sensitive client matters. Project professionalism, poise, and confidence in all interactions.

If you are a highly organised, resourceful individual who thrives in a fast-paced, deadline-driven environment, we encourage you to submit your application.

Below is a detailed list of the wide-ranging responsibilities in this position:

Office Management

• Team Leadership & Operational Excellence: Directly manage the local Administrative Services team (Executive Assistant, Facilities Coordinator, and Administrative Assistant), promoting collaboration and ensuring exemplary service delivery.
• First Impressions & Client Focus: Oversee a welcoming and professional front-of-house experience, including client greetings, phone management, conference room bookings, catering, and IT support. Create a seamless visitor experience from arrival to departure.
• Seamless Onboarding & Visitor Experience: Facilitate a smooth transition for visiting staff by ensuring workspace readiness, technology access, and all necessary office resources are in place.
• External Collaboration & Resource Management: Maintain strong relationships with third-party vendors (copying, reprographics, transportation) to ensure reliable service and stay within budget guidelines.
• Proactive Problem-Solving & Facilities Upkeep: Anticipate and proactively address office maintenance issues. Manage office and pantry supplies for a well-stocked and functional workspace.
• Events & Meetings: Partner with key teams to organise and execute flawless programs, events, meetings, and conferences. Manage room setups, catering, and invitations, and coordinate all logistics for successful outcomes.
• Technology Champion & Liaison: Work closely with the IT team to ensure office technology needs are met. Act as the primary point of contact for troubleshooting issues, streamlining communication and rapid resolution.
• Space & Systems Optimization: Manage office service requests and moves and make proactive recommendations on space utilisation for maximum efficiency. Collaborate with building management to ensure security protocols and emergency readiness.
• Strategic Vendor Partner: Build and maintain excellent relationships with contractors, architects, and engineers for facilities projects. Negotiate and manage contracts to secure the best value for the firm.

Executive Assistance:

• Proactive Calendar Management: Optimize partner and attorney schedules through meticulous diary management. Proactively schedule meetings, conferences (video and phone), and complex travel itineraries, ensuring seamless coordination across time zones.
• Client Liaison and Support: Foster exceptional client relationships by understanding and adapting to individual communication preferences. Provide timely and professional responses to phone calls, emails, and postal mail while maintaining utmost confidentiality.
• Timekeeping and Billing Accuracy: Ensure precise time tracking for supported partners/attorneys. Collaborate effectively with billing teams to maintain accurate records and support client invoicing in accordance with firm deadlines.
• Global Logistics and Event Coordination: Manage all aspects of international travel with meticulous attention to detail, including flights, accommodations, local transportation, and reservations, while adhering to the firm's travel policy. Contribute to the successful execution of business development events, conferences, and dinners.
• CRM and Cross-Functional Support: Diligently maintain contact information and marketing preferences within the firm's CRM system. As needed, provide comprehensive EA support to partners, attorneys, and key personnel across the organization.
• Responsive and Adaptable: Embrace a proactive approach to problem-solving and changing needs. Demonstrate a willingness to take on additional responsibilities as directed by Senior Leadership, showcasing flexibility and a commitment to the firm's success.

Business Continuity & Recovery/Health & Safety

• Resilience & Preparedness: Champion operational resilience by developing and maintaining a local Business Continuity & Recovery plan aligned with the firm's global strategy. Swiftly implement the plan in the event of disruptions to minimise downtime.
• Safety & Compliance Leader: Uphold a safe and compliant workspace by maintaining Health & Safety and Fire Risk Assessment protocols. Ensure adherence to local legislation and governing body regulations.
• Proactive Training & Awareness: Conduct regular training sessions on Health & Safety and Fire procedures. Promote a proactive safety culture within the office environment, mitigating risks and empowering staff to respond effectively.

Policies & Procedures

• Process & Protocol Steward: Maintain the comprehensive Office Manager Guide, ensuring it reflects the latest firm protocols and serves as an accurate reference for the team.
• Operational Efficiency Analyst: Continuously evaluate existing practices, identifying areas for optimisation. Recommend and implement new policies and procedures aligned with firm-wide standards and strategic goals.
• Office Resource Curator: Develop and maintain essential office resources (directory, welcome guide, floor plan, and intranet content). Provide a clear orientation for new hires and visitors.
• Policy Implementation Partner: Collaborate with relevant teams to implement office-wide policies and procedures, ensuring compliance and a consistent work environment.

Human Resources

• Compliance Advocate: Partner with the centralised People team to uphold legal compliance. Monitor changes in HR legislation and proactively integrate updates within the local office.
• Visa & Immigration Liaison: Collaborate with Immigration Counsel to efficiently address visa and work permit matters. Ensure meticulous record-keeping, timely processing, and adherence to all legislative requirements.
• Onboarding & Offboarding Facilitator: Work closely with the People team to streamline new hire onboarding and offboarding procedures, ensuring all administrative tasks and documentation are complete and accurate.

Accounting

• Invoice Processing & Records Management: Support timely invoice processing in collaboration with the accounting department. Maintain well-organized administrative files.
• Budget Management: Prepare and manage the local Office Services budget, ensuring alignment with strategic objectives and responsible allocation of resources.
• Expense Control & Compliance: Verify that all office expenses adhere to the firm's Travel & Expense policy, promoting cost-consciousness and accountability.

General

• Regulatory & Compliance Assurance: Partner with Attorney Admissions and Compliance & Risk teams to proactively address all regulatory matters. Ensure the firm maintains full compliance and operates within the highest ethical standards.
• Global Certificate Renewal Coordinator: Spearhead the renewal process for Barrister and Solicitor Practicing Certificates, coordinating seamlessly with attorneys worldwide for timely completion.
• Event & Initiative Support: Contribute to a positive office culture and firm-wide initiatives through active participation and collaboration with cross-functional teams.
• Adaptable & Proactive Contributor: Demonstrate flexibility in handling additional responsibilities as needed. Embody a proactive problem-solving approach and a commitment to the firm's overall success.

This role has the opportunity for progression within the firm in the short term

Company Description:

Kobre & Kim is a conflict-free global law firm focused exclusively on disputes and investigations, often involving fraud and misconduct. Recognised as the premier firm for cross-border disputes, the firm has a particular focus on financial products and services litigation, insolvency disputes, intellectual property litigation, international judgment enforcement and asset recovery, and U.S. government enforcement and regulatory investigations. With more than 400 employees throughout the firm's 15 global office locations, Kobre & Kim recognises the value of incorporating diverse perspectives and professional disciplines to generate the most effective solutions for clients. Further information about the firm is available at

Kobre & Kim employees take pride in providing our clients around the world with service that is timely, accurate, unbiased and trusted. We have a profound respect for the professions and clients we serve and define our success in terms of their success. Our work environment is dynamic, innovative, and entrepreneurial. We have a result-oriented culture that demands excellence, agility, and the desire to move quickly and precisely to seize opportunities. Our environment is both challenging and supportive - we give employees the opportunity to develop their skills and do their best work.

Kobre & Kim values diversity of culture and thought and seeks talented, qualified employees in all its operations around the world regardless of race, gender, national origin, religion, sexual orientation, disability, age or any other protected classification under country or local law. Kobre & Kim is proud to be an Equal Employment Opportunity employer.

About Us

Kobre & Kim recognizes that its greatest asset is its people. Our reputation for excellence is determined by innovation, passion and dedication. Members of the team enjoy unparalleled career development, including the opportunity to work on complex and high-profile matters.