Director Of Administration

Contenuto del lavoro

Gibson Dunn, a leading international law firm headquartered in the U.S., is seeking a Director of Administration to manage its Brussels office. The office has 17 lawyers (including trainees) and 7 regular staff members. Consistently ranking among the world’s top law firms in industry surveys and major publications, Gibson Dunn is distinctively positioned in today’s global marketplace with over 1400 lawyers and 20 offices in major cities throughout the United States, Europe, the Middle East, Asia and South America. Committed to providing the highest quality legal services to its clients. Gibson Dunn’s representative clients include some of the world’s largest multinational corporations in all major industries, leading government entities, commercial and investment banks, start-up ventures, emerging growth businesses, partnerships and individuals.

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This individual will manage the day-to-day administrative and operational functions of the office, directly reporting to the Partner-in-Charge of the office. Works closely with the Chief of International Operations, the Chief Human Resources Officer and Chief Operating Officer, as well as other Global Services personnel to achieve Firm-wide objectives. Has responsibility for the day-to-day human resources management within the office, including compliance with regulatory requirements as well as Firm policies and procedures, recruiting, performance management and performance reviews. Responsible for promoting and establishing a client service environment in support of the lawyers and Firm’s clients. Identifies and plans for changing needs of the office, lawyers and staff, while supporting the overall goals of the Firm. Responsible for management of the office’s administrative staff, including support services, secretaries, reception, office services and facilities. Also has responsibility for the preparation and management of the office budget, accounting functions, facilities management and maintenance of contracts and leases.
The successful candidate will have a thorough understanding of administration, facilities management, finance/accounting and HR. Five or more years of progressively responsible work experience in a legal or other professional service organisation. Must possess good interpersonal skills to maintain effective relationships with partners, lawyers, clients and staff. The Director of Administration role is hands-on and will frequently participate actively in day-to-day operations and administration of the office.

Human Resources

• Recruiting, selection, training and development
• Preparation of job descriptions
• Projects and anticipates personnel needs
• Conduct orientation programs for new employees
• Provide guidance and leadership to staff to ensure effective and efficient work flow
• Administers staff performance evaluations
• Responsible for employee relations, motivating, counselling, discipline and discharge of subordinate staff
• Management of personnel records, keeps a record of attendance and leave for all staff members
• Manage the registration and deregistration of employees with the various local insurance requirements i.e. workers compensation, hospitalisation coverage and other statutory or optional benefits, as applicable
• Responsible for liaising with the National Social Security Office and handling all formalities required for new hires and departing employees
• Communicate and discuss Firm guidelines and procedures with employees to ensure that responsibilities, authorities and accountabilities are defined and understood

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Operations

• Responsible for managing the office lease and relationship with the landlord and building management
• Monitors management of the office records, storage, facilities, library, reception and supplies
• Overall responsibility for reproduction/copy, mail, messenger and delivery services of the office
• Maintains the movement of general office furniture and other items in personal offices and work areas as requested by the occupants
• Management of Secretary/Lawyer Assignments
• Ensures that the workload of subordinate staff is equitably assigned, reassigns work when necessary, and may determine work priorities
• Provides assistance to complete special projects that involve the operations of the Firm
• Liaison with the French and Dutch speaking orders of the Brussels Bar to ensure full compliance of the Brussels office with local requirements

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Finance

• Prepares and manages the annual office budget
• Responsible for planning, forecasting and variance analysis
• Review of office expenses, invoice processing, and petty cash
• General knowledge of billing and client invoicing
• Preparation and management of payroll for staff and liaise with the payroll processing vendor
• General knowledge of local tax compliance requirements

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Skills, Knowledge, and Experience Required:

• Thorough understanding of operations, human resources and facilities management. University degree in Business Administration, HR management or closely related field preferred and/or
• Minimum 5 years of progressively responsible work experience with legal or other professional services organisation with direct experience in a similar role
• Ability to identify and analyse issues and problems and to recommend and implement solutions
• Work occasionally requires a high level of mental effort and strain when performing essential duties. Must be able to perform the essential duties of the position with time constraints and interruptions
• Work may require more than 38 hours per week to perform the essential duties of the position
• Thorough understanding of Belgian Employment & Labour Laws applicable to law firms
• Knowledge of the Brussels Bar regulations and required formalities
• Must understand the self-employed status of associates and the applicable regulations
• Ability to keep apprised of any developments or changes that impact law firms in Belgium i.e. Employment & Labour Laws, Bar regulations, tax matters etc.
• Fluent in English, French and Dutch (preferred)

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Person Specification

• Willingness to be hands-on, very customer and service oriented
• Flexible, with natural leadership
• Excellent interpersonal skills in order to maintain effective relationships with partners, lawyers, clients and staff
• Facilitate individual and group meetings dealing with the operations of a law firm

Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.