King & Spalding is a leading global law firm with a commitment to excellence, innovation, and the seamless delivery of legal services. We harness innovative technology and exceptional talent to meet the complex needs of our clients in a fast-paced and dynamic legal landscape.

King & Spalding seeks an Office Manager for its Paris office. The Office Manager is responsible for the smooth running of the office, including office operations, facilities, human resources, finance, reception and business support services. The role works closely with regional and global Business Services teams, supervises Legal Practice Assistant (LPA) support, supports compliance with statutory requirements and assists with special projects.

KEY RESPONSIBILITIES:

Office Operations

• The Office Manager must be knowledgeable of King & Spalding's policies, procedures, and operational standards and adapt this knowledge to Paris law, processes, and procedures, consistent with firmwide standards.
• In conjunction with the Office Managing Partner, lead the office in its growth and development.
• Provide strong leadership to the business services staff within the Paris office, leading by example. Line Manager to Office Services staff and Legal Practice Assistants (LPAs). Provide dotted line leadership to any functional business services staff based in the Paris office (e.g. Business Development and Finance staff).

Human Resources

• Oversee HR operations for the Paris office, including benefits, recruitment, orientation, training and development, in coordination with the international HR team;
• Coordinate payroll and related charges with the international Payroll team;
• Keep up to date with local employment law requirements and apply them to office processes;
• Coordinate performance evaluations, reviews and compensation processes for Paris Business Services staff;
• Manage daily support scheduling, time-off approvals and related staffing matters;
• Counsel support staff as needed and manage performance, disciplinary or employment termination processes;
• Implement and uphold office and Firm policies and procedures;
• Act as the primary contact with recruitment agencies and local employment lawyers for Business Services recruitment;
• Maintain Paris records in the Firm's Human Resources Information System (HRIS), Workday, in accordance with local labour laws and King & Spalding standards;
• Ensure all personnel have appropriate rights to work and immigration documentation, and notify the proper authorities when personnel leave the Firm;
• Support compliance with employee health and safety requirements, including maintaining first aid supplies and reporting injuries;
• Perform other related HR duties as assigned and required.

Office Services and Facilities

• Work with Management on lease administration matters;
• Maintain positive relationships with the landlord and building management;
• Manage service contracts and vendor relationships in coordination with the Office Services Coordinator;
• Oversee space utilisation, security and facilities-related technology matters;
• Secure and maintain contracts for building services and plant equipment, including air conditioning, security, cleaning and utilities;
• Work with the Firmwide Library team to manage Paris library resources;
• Maintain a secure and safe office environment;
• Manage third-party suppliers, including maintenance, cleaning, reception, couriers, caterers, contractors, stationery, IT and transportation providers;
• Ensure office equipment is serviced in line with manufacturer requirements and monitor replacement parts, repairs and supplies;
• Support the Director of Operations Europe, Atlanta Facilities and IT teams to ensure facilities are built out and maintained;
• Assist the Director of Operations Europe with business continuity and recovery plans in accordance with firm-wide practices;
• Coordinate internal office functions such as parties and charitable events.

Technology

• Coordinate with the Firm's Technology Department to ensure office technology needs are met in a timely and efficient manner;
• Assist in identifying on-the-ground support, whether through vendors or other resources, to support local technology needs.
• Monitor the King & Spalding (K&S) Internet and Intranet pages for Paris and coordinate required changes and updates.

Accounting and Finance

• Prepare the annual budget for the Paris office;
• Maintain a good understanding of applicable local tax and audit procedures and work with external auditors on local tax filings and audits.
• Coordinate with appropriate internal and external professionals on accounting matters;
• Ensure appropriate treatment of travel expenses for tax considerations;
• Ensure that time entry records are completed on time and that lawyers and staff understand appropriate revenue cycle requirements;
• Support the Accounts Payable activities with the London Finance Team, including supplier invoice reconciliation and allocation of the correct client file and general ledger numbers;
• Approve Chrome River reports, reimbursements and cheque requests.

Compliance

• Liaise regularly with the Associate General Counsel for International Offices and the General Counsel's office on risk and regulatory matters;
• Coordinate compliance requirements, including the General Data Protection Regulation (GDPR), anti-money laundering (AML) requirements and Paris Bar regulations;
• Support statutory compliance requirements, including audits and returns, payments of all kinds and regulatory reporting.

Travel and Visitors

• Advise visitors to the Paris office on local facilities, hotels and related arrangements;
• Monitor recommended hotels and liaise with the Firm travel department and local travel management company to update corporate rates when applicable;
• Ensure appropriate facilities are available for visiting K&S personnel, including offices, docking stations and laptops.

QUALIFICATIONS:

• Fluency in French and English is required;
• Undergraduate or graduate degree, or equivalent experience;
• Able to manage competing priorities, multitask effectively and remain focused under pressure;
• Adaptable, punctual, reliable and flexible, with a strong work ethic;
• Personable and collaborative, with a proactive "can-do" attitude and ownership of responsibilities and outcomes;
• Maintains confidentiality and understands the public relations aspects of the position;
• Exhibits sound judgement, explains reasoning for decisions and includes appropriate people in the decision-making process;
• Comfortable using Microsoft Outlook, Excel, Word and PowerPoint, with proficiency in formatting documents using Styles;
• Previous experience as an Office or HR Manager in a professional services environment required;
• Significant administrative management experience, preferably as an Office Manager or senior level Operations Manager with an international law firm; US law firm experience advantageous.

The Firm offers a generous total compensation package with annual bonus in recognition of individual merit-based performance.

King & Spalding LLP (K&S) is committed to providing equal employment opportunity to all applicants and employees in full compliance with all local laws prohibiting discrimination, including on the basis of race, religion and belief, sex, sexual orientation, gender identity, national origin, age, disability, marital status, pregnancy status or any other status protected by applicable law.

We are proud of our remarkably cohesive culture, which now encompasses more than 2,500 lawyers and business professionals worldwide. We seek to attract and develop the very best talent to work with us.