Manager, Support Services (Secretarial Manager)

Make an impact at Goodwin, where we partner with our clients to practice law with integrity, ingenuity, agility and ambition. We are in the business of building authentic, long-term relationships with our clients, who are some of the world’s most successful and innovative investors, entrepreneurs and disruptors in the life sciences, private equity, real estate, technology and financial industries, and where they converge. Our immersive understanding of these industries – combined with our expertise across high-stakes litigation and dispute resolution, world-class regulatory compliance and advisory services, and complex transactions – sets us apart. Our Global Operations Team – all business professionals of the firm – was named the “Best Business Team” by The American Lawyer.

This role will work closely with the Director of Administrative Operations and the Office Chair. They will have sole responsibility of the management of the secretaries and own initiatives that need to be created in New York as well as working on office moves including identify space for new hires.

What You Will Do:

• Overall management of the secretarial staff, both regular and temporary as required. 

• Responsible for the performance management, professional development, mentoring and coaching, and annual performance evaluation of the secretarial staff.  

• Oversee daily activities of the secretarial staff, arranging for coverage during regular work hours, evenings and weekends and working with HR to successfully hire and onboard new secretarial staff as needed, ensuring recruitment and onboarding procedures are robust.

• Communicate regularly with New York partners and associates regarding their support needs, while monitoring and analyzing utilization rates to ensure effective secretary use.

• Process timecard approvals for the secretarial staff.

• Manage holiday requests, unplanned absences, and flex-work requests utilizing assigned secretaries, floater staff (if available) and overflow support as needed.

• Identify training and development needs within the team and work with the appropriate administrative departments to develop training plans. 

• Host monthly meetings for secretarial staff, engaging with secretaries on an individual basis as needed, escalating issues to relevant management teams where appropriate.

• Work with the Director of Administration to manage the budget as it relates to secretarial/administrative expenses.

• Working with the Social Committee and GO! Team engagement committee to coordinate office social events as well as supporting GXI initiatives.

• Manage NY entertainment suite tickets.

• Update the Director, Administrative Operations of any issues or concerns regarding secretarial support.

• Responsible for logistics and strategic seating of secretarial teams.

• Develop and implement processes and procedures as needed to ensure the department is running effectively.

• Work with the Global OA team on projects as needed.

Who You Are:

• 7+ years’ experience working within professional services preferably legal services.

• Bachelor’s degree preferred.  with 3+ years management experience, including secretarial management.

• Previous team management experience.

• A strong understanding of Business Support/ PA/ Secretarial/ Administration functions.

• Excellent interpersonal skills and ability to build strong working relationships.

• Stakeholder management experience.

• A service delivery focused approach.

• Ability to work in a professional and collegial manner with partners, associates, paralegals and professional and administrative staff. 

• Ability to work independently and proactively. 

• Excellent judgment and business acumen. 

• Exhibits diplomacy and tact in all situations.

• Ability to manage multiple projects, excellent project management skills.

• Able to navigate a highly matrixed organization.

• Working knowledge of Word, Outlook and Excel. Ability to learn and utilize additional programs.

Goodwin Procter LLP is an equal opportunity employer. This means that Goodwin Procter LLP considers applicants for employment, and makes employment decisions without unlawful discrimination on the basis of race, color, gender, gender identity or expression, age, religion, national origin, citizenship status,  disability, medical condition, genetic information, marital status, sexual orientation, military or veteran status, or other legally protected status.

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