Head of EA and Office Services

ROLE OVERVIEW //

We are recruiting for an experienced and dynamic Head of EA and Office Services to join Slaughter and May.

The role is responsible for delivering first-class administrative and office operational services to the firm in London and Brussels.

The Head of EA and Office Services is responsible for EA and administrative teams across legal groups and business services as well as services in our mailroom and reprographics operations, and a helpdesk.

The role is responsible for managing and developing the functions and ensuring we have the right services in place to meet the needs of the firm today and in the future.

The role will report to our Director of Facilities and Operations.

KEY RESPONSIBILITIES //

The key responsibilities of this role are set out below and there may be others which are not listed. This role will require flexibility and there will on occasion be the need to travel to Brussels and to work outside of our normal working hours of 9:30am to 5:30pm.

Strategic focus

• Design, develop and implement the administrative and office operational objectives for the firm, taking full ownership and responsibility.
• Work with the Director of Facilities and Operations to devise and deliver the team strategy: planning, leading and implementing strategy, policies and procedures.
• Work with relevant stakeholders including Partners on strategic initiatives relating to training, utilisation, efficiency and performance management of the teams.
• Keep abreast of industry trends and developments through a strong network of external contacts both within and outside the legal sector and make considered recommendations as appropriate.

Management

• Development and management of Managers (Practice Support Managers (x5), Document Specialist Manager and Offices Services/Reprographics Manager).
• Responsible for the overall management of all staff, ensuring they are operating at peak efficiency and providing the highest levels of service to our internal and external clients.
• Manage, motivate and develop the teams to ensure continuous improvement in the delivery of quality professional services.
• Promote collaboration within the team to encourage individuals to share knowledge with and to provide support to one another.
• Work effectively with others (within the team and across the firm), seeking input and feedback, sharing information and contributing ideas and suggestions.
• Work with Knowledge & Learning colleagues to review development and training to ensure it is fit for purpose and aligned to the firm’s objectives.
• Implement and support strategies to attract, develop and retain key talent.
• Lead moderation meetings with Group EA Partners.

Operations

• Lead delivery of all services, processes and procedures to ensure exceptional client service.
• Continuous improvement and operational efficiency; analyse performance trends and make recommendations for improvement.
• Manage risk and compliance to meet the firm’s requirements and any relevant legislation and standards including documenting procedures.
• Research external high quality and innovative examples of comparable services and challenge the art of the possible.
• Ensure services, including contracted services, support the firm’s responsible business strategy.
• Manage suppliers including reviewing performance against contractual performance metrics, monitoring spend and data analysis.
• Conduct regular supplier review meetings (annually and/or quarterly) to ensure the services provided support the firm’s requirements.
• Collaborate with the Procurement team and re-tender services as required.
• Responsible for all management information and reporting.
• Budget preparation and monitoring.

Business Partnering

• Develop and sustain collaborative business relationships with Partners and key stakeholders to become a trusted adviser.
• Provide high quality, proactive advice and guidance to Partners and members of Business Services on administrative development and service.
• Provide strategic management information when required.
• Share best practice and drive forward a consistent approach wherever possible.

Innovation

• Adapt and evolve the EA and Office Services functions in response to market, client and firm requirements.
• Review processes and drive a culture of continuous improvement.

General

• Provide best in class services in keeping with the firm’s standards.
• Work collaboratively with colleagues in legal groups and Business Services teams.
• Engage with stakeholders to gather feedback on services and seek opportunities to enhance existing arrangements and implement improvements.
• Encourage a team culture dedicated to excellent levels of quality and service.
• Leverage experience to enhance skills across the team.
• Build a network of peers across the wider Business Services teams.
• Review technology solutions to drive best practice and make recommendations.

CANDIDATE PROFILE //

Candidates for this position must have:

• Experience of working in a similar role within a professional services environment
• Management of EA teams and Partner level liaison an advantage
• Experience of managing administrative/office operational services and implementing process improvement
• Experience of managing suppliers
• Client focus, with the ability to adapt approach and service to meet the needs of clients
• Ability to build strong business relationships with internal and external contacts
• Resilient to deal with competing demands on a regular basis
• A confident, proactive and hands-on approach to managing their workload, using their own initiative
• Comfortable accepting instructions and guidance from different angles
• Ability to work collaboratively in a team but comfortable working on their own
• Excellent interpersonal and communication skills, written, spoken and presentational, including strong influencing skills
• Ability to express views clearly and succinctly in a variety of communication settings and styles
• Excellent and proven organisational skills with the ability to multi-task, keep calm under pressure and work to tight deadlines
• Excellent attention to detail and good use of grammar
• Proven to handle confidential and sensitive matters with tact and discretion
• Experience of working in a diverse team whilst fostering an inclusive team culture
• High level of professionalism and integrity, displaying the highest standard of professional ethics

We welcome applications irrespective of race, colour, ethnic or national origin, disability, sex, gender identity, sexual orientation, age, religion, belief or marital status.