Orrick's Orange County office currently has an outstanding opportunity for an Office & Recruiting Administrator.
Who is Orrick? Orrick is a global law firm focused on serving the technology & innovation, energy & infrastructure and finance sectors. Founded more than 150 years ago in San Francisco, Orrick today has offices in 25+ markets worldwide. Financial Times has selected Orrick as the Most Innovative Law Firm in North America from 2016-2018 and named us runner-up in 2019. The American Lawyer gave the firm its first Legal Innovation Award and in 2019 recognized us for “Best Use of Technology.” For the fifth year in a row, Fortune named Orrick to its 2020 list of the 100 Best Companies to Work For. Learn more about our awesome employee experience here: Fortune 100 Great Place To Work certified company.
In your role as Office & Recruiting Administrator ("OA"), you will hold a key position in our Orange County office. Working with our Director of Firmwide Administration, the West Coast Regional Sr. Recruiting Manager and the Office Leaders, you will direct and lead the staff team, the office support operations, and the staff and attorney recruiting needs of office. You will be responsible for promoting a work environment that promotes productivity, collaboration, quality service, open communication and high morale.
Your Office Administration Responsibilities Will Include:
You will be a change agent, make some tough decisions, while helping leaders create and inspire change.
You will provide leadership to the managerial staff and direct management to non-management staff resident in Orange County and collaborate with firmwide Directors and Chiefs as appropriate.
You will work closely with the Firmwide Director of Administration to provide support and guidance on annual budgets, coordinated office activities, significant office projects, etc.
You will work with leadership on strategic objectives by establishing timelines and working in partnership with others to execute on those objectives. Establish and monitor the metrics that measure success of the actions.
In collaboration with the Office Leaders, you will ensure that all attorneys and staff have the resources they need in order to provide extraordinary service to our clients.
Liaise with all firm wide departments, including Attorney Recruiting, Finance, HR, IT, Marketing and Sales.
Play an active leadership role in community service activities organized in the office. Help and direct special events. Initiate and lead programs and policies aimed at cultivating employee morale.
You will team with HR to lead staff recruiting and the performance management processes for the Orange County based staff; draft and deliver performance evaluations and handle appropriate disciplinary actions; actively monitor staffing levels (ratios, overtime hours, etc.) to ensure optimal efficiencies. You will manage legal workflow and assignments as needed in the office.
Prepare and handle the annual operating and capital expense budget for the office, ensuring that the office is at or below budget. Prepare monthly variance reports and budget re-forecasts throughout the year.
Closely monitor all significant aspects of the building leases, including analysis and approval of operating costs. Ensure the physical office space is meeting the needs of our lawyers and staff, maintaining cleanliness, orderliness and environmental awareness of the premises. Partner with Office Leaders on allocation of office and operations space. Oversee all maintenance and construction projects. Manage any subleases and work closely with subtenants to ensure compliance with sublease and master lease.
Ensure building security and a safe working environment in compliance with building and safety codes, workers compensation, wage and hours laws, insurance contracts, and all other applicable laws and regulations. Oversee and update emergency preparedness and disaster recovery plans.
Lead purchasing, facilities management services in the Orange County office to ensure optimum efficiency and value.
Ensure compliance with the Firm’s risk management policies.
Any other duties that fall within the scope of responsibility of this position or are assigned by the Firm.
Your Lawyer Recruiting Responsibilities Will Include:
Work with Recruiting Committee and relevant partners in the office to keep abreast of hiring needs and to develop and implement appropriate recruiting strategies and searches.
Serve as a member of the Orange County office Recruiting Committee. Facilitate decision making process and follow up with respect to candidates and recruiting initiatives.
Ensure required authorizations are in place with respect to attorney searches and new hires at all levels.
Coordinate interviewer training programs and materials.
Coordinate recruiting activities with respect to all attorney searches (summer and lateral associates, partners) for the Orange County office.
Act as liaison to candidates throughout the interviewing process, including scheduling in-house interviews, arranging travel and accommodations, preparing interview schedules, greeting candidates as they arrive in the office, reimbursing travel expenses, and keeping candidates updated with respect to their status, and prepare appropriate correspondence.
Keep relevant managers informed regarding the status of all searches.
Screen applications and process correspondence of all unsolicited write-ins.
Prepare candidate files for review by the relevant partners/committees/managers (gather interviewer evaluations, obtain transcripts and references, verify good standing in Bar).
Maintain candidate files and records, ensure relevant information is entered into recruiting database and compliant with AAP.
Keep the OC office informed of new arrivals, recruiting activities, initiatives, etc.
Prepare and monitor OC office recruiting and summer program budgets.
Responsibilities in Connection with Lateral Hires:
Meet regularly with Practice Group and Office Leaders to assess associate hiring needs.
Coordinate all aspects of lateral associate hiring, including working with partners, CPO’s and Associate Director of Lateral Recruiting to devise search strategies, drafting and placing advertisements internally and externally, working with legal search firms, etc.
Act as liaison between the firm and legal search firms and ensure Orrick contract is in place.
Actively monitor OC legal market to understand and report on trends, firm news, relevant changes/departures/additions. Serve as resource for questions and prepare reports as needed.
Responsibilities in Connection with On-Campus Interviews:
Coordinate the OCI process for the OC office with the relevant local and Firmwide managers to make decisions regarding hiring needs and schools to include in program.
Manage callback process from beginning to end, which will include the following tasks: callback decision meetings; schedule interviews; create internal interview schedules; collect evaluations; prepare reports for Recruiting Committee meetings; prepare offer letters; coordinate follow-up closing efforts with offerees; assist with candidate travels and monitor offers to ensure we do not over/under hire.
Collaborate with the Campus Strategy team to arrange panels, mock interviews and resume writing workshops
Responsibilities in Connection with Summer Program:
Work with relevant partners/committees/managers to design, plan and implement a summer program that provides summer associates with opportunities to learn about the firm, our practices, our culture and our people, also allows us to determine whether they will be successful and/or good long-term prospects.
Coordinate all aspects of summer program, including: coordinate start dates, recommend Mentor Groups, plan and schedule orientation meetings, prepare all pre-arrival materials for both summer associates and OC office. Plan and attend all social events and professional activities (i.e., training sessions, department informational meetings, etc.)
Coordinate regular contact with summer associates from the time of acceptance through start of Summer Program.
Serve as active member of Summer Program Committee. Plan and attend all meetings and provide resources to Committee members to facilitate active participating among attorney members.
Collect and analyze summer associate evaluations and assist Hiring Partner an in the decision-making process. Ensure offer decisions are delivered and coordinate regular follow up with summer associates who have received offers.
Legal Personnel Responsibilities:
Generally serve as main point of contact for all new attorneys and coordinate on-boarding process.
Coordinate office and secretarial assignments with office administrator; work with MIS and other departments as necessary in regard to obtaining log-in, telephone extension, passwords, etc.
Assist with in-processing paperwork and facilitate introductions to appropriate contacts in Human Resources and other key departments.
Plan orientation schedules, in coordination with Human Resources and Lawyer Development Departments.
Ensure compliance of risk management procedures for all new hires (PRQ, references, transcripts, certificates of good standing, etc.)
Provide information and perform administrative work in connection with bar exam preparation, moving and travel arrangements, benefits, etc.
Manage exit process for all attorneys. Process departure paperwork, ensure timely compliance with exit policies, collect and distribute pending matters reports, firm equipment, departure paperwork, etc.
Maintain and update as needed OC Attorney Handbook with policies and procedures of interest to attorney hires in the office.
Additional Responsibilities in Connection with other Departments, Committees, Office Leadership, etc.:
Serve as member and actively support the office's Management Team.
Assist Lawyer Development team with attorney review process and training programs as needed. Assist in monitoring Mentoring Program.
Prepare annual budgets for Recruiting and Summer Program. Monitor expenses, approve expense reports and handle budget reforecasts as needed.
Represent OC recruiting to Risk Management Committee in annual audit.
Plan office or practice group social events as needed.
Respond to requests for up-to-date information on office attorney composition
The ideal candidate will have a minimum of 3 years’ experience in leading the administration of professional service firms, preferably law firms, and have minimum of 2 years' experience in recruiting, preferably in a law firm or professional services environment.
Experience with Lawcruit and PeopleSoft preferred.
Minimum of two years hands-on Human Resources/Employee Relations experience required.
Bachelor of Arts or Science, or equivalent work experience, required.
Demonstrated leadership, organization and team-management skills.
The ability to be creative and operate in a proactive manner with a broad range of professionals.
Demonstrated ability to work both independently and collaboratively on team and in other organizational contexts/levels.
Adept at handling concurrent projects and competing priorities in a high-volume, fast-paced and deadline-driven environment.
The desire and ability to work beyond the position's written duties and assist in various areas of the firm's operations.
Ability to travel as needed.
Willingness to work during irregular evening and weekend hours when required.
Strong business insight; along with strong verbal and written communication skills, negotiation skills, and creativity.
Excellent judgment and decision-making abilities, analysis and problem-solving skills; proven leadership skills and a passion to develop others
You will have high client service orientation, ability to influence and persuade, strong time management skills and have a teamwork approach
Proficient with MS Office products and budgeting software
Orrick offers a collaborative work environment, competitive salary, and excellent benefits, including lots of extra perks like free biometric screenings, paid time to participate in community service activities and the day off for your birthday.
How to Apply: If you are searching for a chance to create an impact, you have a little grit and you love working with a team, we want to talk with you. To submit your resume and cover letter for this position, please visit our Staff and Paralegal Opportunities Listings at www.orrick.com/Careers.
No phone calls please.
We are an Equal Opportunity Employer.
Internal Number: 801OC
About Orrick, Herrington & Sutcliffe LLP
Orrick is a global law firm focused on serving the technology & innovation, energy & infrastructure and finance sectors. Founded more than 150 years ago in San Francisco, Orrick today has offices in 25+ markets worldwide. Financial Times has selected Orrick as the Most Innovative Law Firm in North America from 2016-2018 and named us runner-up in 2019. The American Lawyer gave the firm its first Legal Innovation Award and in 2019 recognized us for “Best Use of Technology.” For the fifth year in a row, Fortune named Orrick to its 2020 list of the 100 Best Companies to Work For.