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Senior Manager of Administration

Job ID: 7598

Updated: Feb 15, 2024

Location: Dallas, TX, United States

Category: Administrative Management

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About Kirkland & Ellis

At Kirkland & Ellis, we are united in our ambition and drive to move forward. We share core values that help us achieve excellence: collaboration, talent empowerment, service, inclusion, respect and gratitude. Our people are our greatest asset, and we invest in the brightest talent and encourage a diversity of perspectives and strengths to create dynamic teams that operate at the pinnacle of their field. Our talented professionals show up every day knowing they will engage in meaningful work, continuous learning and professional development.
 
As one of the world’s leading law firms, we serve a broad range of clients with market-leading practices in private equity, M&A and other complex corporate transactions; investment fund formation and alternative asset management; restructurings; high-stakes commercial and intellectual property litigation; and government, regulatory and internal investigations. We handle the most complicated and sophisticated legal matters because we don’t just meet industry standards, we create them. We bring innovation and entrepreneurialism to every engagement and, as a result, have long-standing client relationships with leading global corporations and financial sponsors. With 6,500 employees (including 3,500 lawyers) operating from 20 offices across the United States, Europe, the Middle East and Asia, we are one of the largest law firms in the world and a top financial performer.

Essential Job Functions

Under the general supervision of the Texas Senior Director of Administration (SDOA), the Sr. Manager of Administration is responsible for the efficient and effective administrative operation of the Dallas office and ensuring exemplary client service from all staff functions.  

This individual will oversee the Dallas office's day-to-day administrative processes, business, space planning/management and daily operations. The Sr. Manager of Administration develops strategic plans for the operational needs of the office and anticipates and provides support systems to meet time-sensitive attorney and client expectations. This is a critical leadership role and will act as a responsible advocate for office concerns and needs. 

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

The Sr. Manager of Administration will lead a team of departmental supervisors to ensure operational efficiency in the following functional areas:

  • Operations – will supervise all operations functions, including facilities, guest services, conference services, digital services, and mailroom.
  • Facilities - will work closely with the operations manager to negotiate with vendors and work with building management on any maintenance or security-related issues.
  • Digital Services - will work with operations manager to ensure the maintenance, upgrade and configuration of copiers, printers, scanners, multi-functional devices, and other reprographics and digital services software and equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met.
  • Mailroom - will work with operations manager to ensure the maintenance, upgrade and configuration of all mailroom related equipment, postage meters and other mailroom equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met.
  • Conference Services – will work closely with the guest services supervisor to supervise the Receptionist/Operations function, assist in the resolution of any conference center-related issues, and ensure smooth coordination between Conference Services and Foodservice, Conference Technology, and Facilities departments. 
  • Food Service – will work with guest services supervisor to manage and oversee office catering requirements to ensure service delivery is up to high standards; analyze monthly invoices and review all client and office-related charges; review and negotiate service agreements and annual budgets; budget for and purchase catering equipment as necessary. Overseeing all catering and pantry requests and orders; ensuring that the pantry needs are balanced with budget constraints; reviewing menus for quality control and diversity of choices.
  • Financial Accountability - develop staffing plans and budgets for the office consistent with Firm objectives and operational requirements and ensure monthly operational expense performance meets budgets. They should contribute to the cost-effective management of the office and adhere to and enforce the Firm’s purchase policies.
  • Space Management - responsible for monitoring and making recommendations for space, facilities, and equipment needs; provides leadership and expertise in all space planning and construction projects in collaboration with the Firm’s real estate department and functional leads; coordinates with stakeholders to promote client service, objectives and ensures minimal disruption to client service operations. Manage the process for attorney office assignments, office moves, and visitor spaces.

OTHER FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Lead periodic meetings with key personnel.
  • Hold one-on-one meetings (weekly/bi-weekly) with direct reports.
  • Work with and coach local department managers and supervisors on employment relations issues.
  • Work closely with the local HR lead to resolve employment relations issues.
  • Under the guidance and approval of the SDOA, project and anticipate personnel needs. 
  • Assist and collaborate with other departments to complete special projects involving the firm's operations.
  • Other related duties and projects as assigned. 

Qualifications & Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, experience, skills, knowledge and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Education, Experience and Skills:

  • Bachelor’s degree is required
  • 6+ years of proven experience as an office/administrative manager, including managing a team and developing staff; preference in a law firm or professional services environment
  • Outstanding customer service skills, professional demeanor, discretion, and ability to work in a highly collaborative environment
  • Understanding of finance and budgeting best practices as well as facilities management principles
  • Ability to communicate with and develop strong relationships with key stakeholders, cross-functional teams and departments
  • Strong problem-solving, critical thinking, coaching, interpersonal, organizational, verbal and written communication skills and attention to detail
  • Possess a strong business acumen, critical thinking skills, and ability to use executive levels of discernment and judgment
  • Excellent leadership, time and resource management skills; ability to work under pressure in a fast-paced environment, to coordinate multiple tasks concurrently, and to meet deadlines
  • Proficiency in the use of the MS Office Suite of software (Word, Outlook, PowerPoint and Excel), document management (Imanage), time entry and other law office software used by the firm
  • Availability to work outside of normal hours, as needed

Physical Demands:

The physical demands described here are representative of the requirements that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to use a computer keyboard and mouse; reach with hands and arms; talk and listen. The employee may be asked lift and carry objects such as books and files weighing up to 25 pounds. Specific vision abilities this position requires include close vision and the ability to adjust focus.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm. #LI-Hybrid #LI-LC1