Executive Legal Management, Professional Legal Management
4 Year Degree
The Director of Secretarial Services is a strategic position focused on continuously evolving the secretarial services function. The Director will cultivate effective and cohesive working relationships across all areas while driving continuous improvements in the delivery of administrative services to the lawyers.
The Director promotes the highest standards for staff performance and service delivery. He/she ensures a consistent approach to services, acts as a catalyst for change, and promotes efficiencies and process improvements. The Director is the front line contact with the business to manage resources, budgets, performance and utilization.
This role has direct management responsibility for the Boston and New York secretarial teams, and matrix management responsibility for Office Administrators who oversee the secretarial function in other Ropes & Gray offices.
People Management & Strategy
Evaluates and serves as a catalyst for positive change in support of firm-wide initiatives.
Understands and analyzes strategic business requirements to identify solutions and improvements to the overall secretarial service.
Proactively reviews and introduces effective standardized working practices across groups e.g., in recruitment, absence management, performance management, etc.
Works with secretaries and Office Administrators to challenge ineffective work practices and implement best practice standards.
Keeps abreast of developments in legal market, attends forums to ensure the firm's practices are up to date and where appropriate builds relationships with external bodies e.g. recruitment agencies.
Develops a strong, cohesive, well-informed, multi-skilled and well-trained team.
Manages all staff in a manner that builds mutual trust and respect, high motivation, personal accountability and team participation.
Participate in cross-Firm projects as required.
Works with responsible Partners, HR Business Partners and Business Services Directors regularly to review service delivery and introduce improvements/new services as appropriate.
Possessed a solid understanding of all aspects of the services provided, ensuring staff have the ability to complete all tasks effectively.
Ensures all financial and budget processes and controls are managed and adhered to in line with the Firm’s policies and procedures.
Set budgets in areas of responsibility and manages them on a monthly basis. Monitors and sustains appropriate lawyer to secretary ratios.
Sets annual salary and bonus recommendations based on staff performance levels, which have been consistently and fairly assessed.
Ensures the minimization of discretionary spending and controllable expenses such as absence cover, recruitment costs, overtime etc.
Develops a culture of financial prudence amongst the team, ensuring that costs are managed and minimized at all times.
EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
Excellent and well-developed management skills within a professional services environment.
Proven experience with business process improvement initiatives.
Highly experienced in staff management with at least 10 plus years of management experience.
Exceptional written and oral communications.
Ability to build a collaborative, team-oriented culture.
Ability to positively tackle problems, formulate solutions and engage with others to ensure proactive steps are taken.
Ability to build and maintain constructive relationships with a variety of different individuals at different levels of seniority.
Exceptionally client focused approach.
Ability to set expectations for continuous improvement in service delivery.
Good self-manager with excellent organization skills.
Ropes & Gray LLP is a preeminent global law focused on providing the highest-quality advice on our clients’ critical legal and business issues. Our global team of 2,500 talented professionals regularly helps clients meet high-stakes challenges, solve complex problems and achieve key goals. These colleagues work together across a global office network that includes offices in Boston, Chicago, Hong... Kong, London, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Tokyo and Washington, D.C.
We are a contemporary firm that can bring more than 150 years of legal and institutional history to bear on the challenges clients face in today’s global, 24/7 business environment. Our collaborative approach gives our clients—which include many of the world’s most respected companies and institutions—ready access to leading corporate, litigation, transactional and regulatory lawyers whose knowledge and experience span industries and geographies.
With an international presence, we focus primarily on the asset management, technology, life sciences, health care and real estate industries. Our clients include global industry leaders, financial institutions, investment firms, private equity firms, hospitals and health care organizations, educational institutions and individuals.
We have consistently been recognized for our leading practices in many areas, including private equity, M&A, life sciences, health care, finance, investment management, hedge funds, tax, real estate, intellectual property, business and securities litigation, government enforcement, antitrust, and privacy and data security.
A key element of the firm’s strategy is an intensive focus on business development. There is significant upside potential in the platform both through expanding and broadening existing relationships as well as attracting new clients. Key aspects of that drive will include client-level planning and execution processes, traditional law firm marketing, and development of partners’ capabilities with respect to all aspects of client acquisition and relationship development.
Ropes & Gray is an equal opportunity employer.