Senior Office Operations Administrator

About the role

Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States, serving clients with domestic and international operations. The firm believes that diverse, equitable and inclusive teams lead to better outcomes and is committed to retaining, recruiting, developing, and promoting talented lawyers and business professionals with diverse backgrounds and experiences.

This Senior Office Operations Administrator position is based in the Nashville, TN office and requires onsite work at least 4 days per week. Under the direction of the Regional Director – Client Delivery or Office Administrator, the Sr. OOA assists in managing onsite operational and administrative functions in an office where an Office Administrator is not located. The role monitors local office adherence to firm guidelines, best practices, and procedures, and supervises designated onsite Business Professionals in Office Administration and Legal Admin Services. The Sr. OOA leads the office in creating a positive, welcoming, collegial, and professional environment.

Responsibilities

• Act as point of contact for firm departments, local staff, and attorneys with office-related questions
• Work successfully in a team environment, solving problems, communicating positively, and supporting the success of the local office, the firm, and various teams
• Liaison with landlord regarding building maintenance issues
• Quickly learn, adopt, and master existing and emerging technologies relevant to the role
• Provide guidance and assign projects to Office Administrative Coordinator(s)
• Advanced assistance with creating, editing, proofreading, maintaining, and revising documents (Excel, Word, Adobe, PowerPoint)
• Process expenses, expense reimbursements, and invoices via Emburse
• Process, name, save, and retrieve documents using Netdocs (firm's document management system)
• Operate office equipment including PCs, printers, phones, copiers, facsimiles, and typewriters
• Scan, save, manipulate, and email documents
• Schedule and coordinate meetings, including Outlook calendaring, Maptician, and other technologies; arrange complex, multi-location meetings requiring videoconference and web-based participation
• Monitor office internal HuB page for correct information and update as needed
• Serve on local office emergency preparedness and safety team
• Oversee all aspects of facilities management, ensuring operational efficiency, safety, and compliance with meticulous attention to detail
• Plan and execute local esprit de corps activities
• Plan and execute local staff appreciation events and firm charitable fundraising events (e.g., United Way campaigns)
• Plan, manage, and monitor local operational and Office Managing Partner budgets
• Plan, create agendas, and participate in local staff meetings
• Provide marketing material or logo branding information for local sponsorships
• Manage and disburse local sporting event tickets (if applicable)
• Onboard new attorneys and business professionals, including orientation overviews of local office facilities, parking, and office tours
• Help recruit and select direct-report business professionals
• Provide oversight of onsite business professionals, including Legal Support business professionals and others as needed
• Supervise and manage workflow of direct reports
• Participate in professional development of direct reports
• Facilitate and participate in performance evaluation process for applicable business professionals
• Assist with salary administration for direct-report business professionals
• Provide motivation, counseling, and discipline for business professionals; participate in terminations when necessary
• Assist in monitoring/managing workers' compensation claims, FMLA claims, etc.
• Maintain time and attendance records for direct reports
• Interact and collaborate with other onsite supervisors
• Frequent communication with Regional Director or Office Administrator regarding:
  • Employee relations issues, including non-compliance with firm policies and procedures
  • Concerns regarding workflow or legal/administrative support
  • Inclement weather, civil unrest, or other local conditions requiring early closing, evacuations, or emergency notification system activation
  • Issues with building maintenance or equipment
  • Issues with equipment, facilities, furniture, and appliances not maintained by the landlord

Additional duties

• Review and approve timecards and PTO requests for local staff
• In conjunction with IT, provide remote support with inventory, troubleshooting end-user issues, backup for video conferences, Teams meetings, or presentation set-ups
• Print local checks and make bank deposits
• Manage local parking and security passes, including adding and deleting cards in the security system
• Review, sort, scan mail, and maintain IG files
• Coordinate catering needs for meetings
• Maintain library and loose filing updates
• Assist with coordination of internal office relocations; order name plates and business cards
• Maintain workrooms, including supply orders and stocking
• Maintain kitchen/break rooms, including supply orders and stocking
• Provide backup for Office Administrative Coordinators in home office, including Front Desk coverage as needed
• Understand emergency procedures; respond appropriately if emergencies arise and serve on office emergency preparedness and safety team
• Other projects assigned by Senior Leadership

Physical Requirements

This position requires team members to regularly situate themselves to work with office equipment. Individuals frequently move office equipment weighing up to 50 pounds throughout the office; they occasionally move about inside the office to access file cabinets, office equipment, and work at other employees' stations. They frequently operate a computer and other office equipment. This role requires frequent communication with other professionals and the ability to exchange accurate information. Team members must be able to remain in a stationary position 50% of the time.

Qualifications

• High School Diploma or GED required; 2-year degree preferred or commensurate professional and educational experience
• 5+ years relevant experience required, preferably in a professional services environment
• Basic proficiency in Microsoft Office Suite required
• Previous receptionist or similar telephone experience preferred

Key competencies include:

• Proactive Problem-Solving – Anticipate and resolve before escalation
• Judgment & Discretion – Navigate complexity with senior stakeholders
• Workflow Management – Own full lifecycle with accountability
• Communication – Clear, concise, solution-focused
• Business Partnership – Service mindset with strategic value-add
• Technology Proficiency – AI, automation, continuous upskilling
• Organizational Excellence – Detail-oriented, multi-tasking across portfolios
• Accountability – Follow-through and ownership
• Relationship Management – Build trust across all levels
• Adaptability – Thrive in dynamic, high-pressure environments

Expected behaviors: proactively demonstrate effective teamwork and communication with team members and all firm personnel; actively participate in regular team meetings to discuss current projects and workflow; take personal responsibility for regularly exchanging information and training tips with team members for maximum job effectiveness; cope successfully with office demands, remaining calm under pressure.