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Firm Administration Director
Firm Administration DirectorCivic Minds • Pittsburgh, Pennsylvania, USA
Firm Administration Director

Firm Administration Director

Civic Minds • Pittsburgh, Pennsylvania, USA
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Position- Firm Administration Director

Location Pittsburgh PA

OBJECTIVE

The Firm Administration Director supports the Managing Shareholder and Board of Directors in administrative responsibilities

providing advice and counsel where necessary.

Board of Director Support Functions

  • Prepare draft agendas and presentation materials for Shareholder and Board of Director meetings.
  • Set up year-end calendars and estimated bonus pools.
  • Conduct Board of Directors annual election.
  • Handle meeting follow-up with Managing Shareholder.

Managing Shareholder Support Functions

  • Meet regularly with the Managing Shareholder to review strategic planning and provide administrative updates.
  • Assist Managing Shareholder in the preparation of Shareholder and Board of Director meetings.
  • Review drafts of Managing Shareholder communications.
  • Assist in drafting lateral hire employment offers.
  • Provide the Managing Partner with attorney financial performance information.
  • Maintain historical Shareholder financial records.
  • Participate in meetings with Accounting and Human Resource to provide updates to Managing Shareholder.

    • Department Chair Support Functions

  • Act as a liaison for administrative concerns.
  • Assist in resolving new case memo issues.
  • Respond to client inquiries questions and complaints.

    • Shareholder Support Functions

  • Compile monthly meeting information.
  • Request and present annual Shareholder contributions.

    • The Firm Administration Director provides operational leadership across multiple functions ensuring operational efficiency and enhanced productivity for the firm.

    Financial Functions

  • Supervise firm budget planning and profitability metrics managed by the Controller.
  • Supervise banking relationships and administer wire hire transfers monitor disbursements and sign checks.
  • Supervise management of cash flow billing and collections operations.

    • Technology Functions

  • Strategize with the Director of Information Technology on all aspects of data security and privacy efforts.
  • Assess current and future application needs and direct testing and implementation of new technology.
  • Regularly monitor helpdesk response.

    • Human Resources Functions

  • Strategize with the Human Resources Director on firm policy communication.
  • Collaborate with the Managing Shareholder and Human Resources on recruitment and hiring needs.
  • Review annual benefit plan options with Human Resources Director and Controller.
  • Provide recommendations for staff bonuses and salaries.
  • Participate in onboarding orientations and offboarding processes

    • Office Services Functions

  • Strategize with the Office Services Manager on issues related to firm file management and office layout needs.
  • Monitor IST operations.
  • Maintain relationships with the landlord tenant representative and onsite consultants. Analyze the Firm space needs and long-range planning for leases.

    • Committee Participation

  • Member of the Technology Committee to assist in updating IT policies and security protocols.
  • Member of the Retirement Committee to assess Firm retirement plan compliance performance and strategy.
  • Member of the Practice Management Group to provide compensation schedules and fiscal year-end materials.
  • Member of the Lateral Hire Committee to review practice group hiring needs and evaluate conflict information.

    • Please note that we champion the development of all roles. This job description is not designed to contain comprehensive listing of all responsibilities as they may change to meet the ongoing needs of clients and the firm. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

    REQUIRED QUALIFICATIONS

    Bachelors degree in Business Administration or related field.

    Strong financial planning and analysis experience. Experience developing and managing budgets.

    Experience navigating industry changes general business growth needs and government regulations.

    Administrative support background.

    BENEFICIAL QUALIFICATIONS

    Law firm experience.

    Experience negotiating contracts for leases and services.

    ATTRIBUTES OF SUCCESS

  • Analytical Detail Oriented Social Perceptiveness Adaptability Resourceful
  • Independently Motivated Good Communicator Critical Thinking Interpersonal Skills Organization

    • Key Skills

    Fundraising,Management Experience,Coaching,Analysis Skills,Strategic Planning,Team Management,Budgeting,Leadership Experience,Mentoring,Public Speaking,negotiation,Supervising Experience

    Employment Type : Full Time

    Experience : years

    Vacancy : 1

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    Director Administration • Pittsburgh, Pennsylvania, USA

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