Operations & Administration Manager

Milbank is seeking an experienced and results-driven Operations & Administration Manager to work closely with the firm’s Chief Administrative Officer, Associate Director of Operations and other Business Services leaders on strategic projects and initiatives within the Operations Department.  

Milbank is a leading international law firm that provides innovative legal services to clients around the world. Founded in New York over 150 years ago, Milbank has offices in Frankfurt, Hong Kong, London, Los Angeles, Munich, New York, São Paulo, Seoul, Singapore, Tokyo and Washington, DC. Milbank’s lawyers collaborate across practices and offices to help the world’s leading commercial, financial and industrial enterprises, as well as institutions, individuals and governments, achieve their strategic objectives.

To learn more about Milbank, please visit www.milbank.com and follow us on LinkedIn and Instagram.

• Works with Chief Administrative Office (CAO) to develop and maintain a global procurement function at Milbank. Operations liaison for the firm’s contract management software, SpendConnect.

• Functions as the Operations liaison for business continuity planning and development. Will collaborate with designated Business Services teams and the General Counsel’s office on various aspects of business continuity and emergency preparedness. In tandem with IT, will assist with maintaining Preparis, Milbank’s emergency notification and communication platform.

• Primary responsibility for managing the firm’s room scheduling platform, EMS. Responsibilities include evaluating the EMS system, working with local office leadership on enhancements, improvements and reconfigurations to ensure each office is working consistently and efficiently.

• Works collaboratively with the CAO and Associate Director of Operations on space planning, forecasting and management for the New York office. In addition, this role will be responsible for working with the CAO and Associate Director of Operations on developing and implementing space management tools that may be deployed across offices.

• Assists the CAO with maintaining the firm’s lease management software, ProLease. Ensures timely entry of new documents, runs reports and assists with critical date management.

• Serves as project manager for high-impact operations initiatives including but not limited to: domestic office moves & decommissioning, construction & fit-out projects, hospitality coordination, requests for proposal, initiatives related to the firm’s outsourced vendors (office services, hospitality and travel) and other special projects as assigned.

• Prepares executive summaries, reports and other communications to update operations leadership on project progress. Attends monthly global operations team meetings and works with CAO to manage agenda.

• Partners with operations staff across offices to analyze workflows and processes to identify opportunities for developing greater consistency, efficiency and improvement.

• Serves as the Operations thought leader around the future of AI in operations and administration. Works closely with the Senior Global Director of Strategic Initiatives and IT on the implementation of Milbank AI tools within Operations.

• Works with the CAO, Associate Director of Operations and local office leadership to develop the local office operating and capital budgets. Attends Operations budget meetings, performs periodic budget review against actual spend and prepares forecast updates as needed.

• Assists the Associate Director of Operations with managing the firm’s ESG program. Collects relevant data for reports and works cooperatively with the firm’s ESG consultant.

The anticipated base salary range offered for this role will be between $140,000 to $175,000 and represents the firm’s good faith and reasonable estimate of the base compensation range. Actual base compensation will be dependent upon several factors, including but not limited to the candidate’s relevant experience, performance, qualifications, degrees, and location, as well as the needs of the firm.

• Bachelor’s degree required.
• At least 5 years of experience working in a law firm or other professional services environment with at least 3 years of those years directly focused on office operations, administration, and/or project management.
• Positive “can do” approach when working independently and with a team.
• Exceptional interpersonal skills including strong oral and written communication skills. Strong ability to communicate effectively with attorneys and Business Services staff.
• Demonstrated ability to lead complex projects and work effectively across departments.
• Strong interest in researching, selecting and working with IT to implement operational software solutions.
• Self-starter. Nimble and flexible working style. Ability to manage multiple projects and priorities and adjust as needed.
• Strong commitment to excellence in customer service.
• High degree of professionalism, discretion, and ability to manage sensitive and confidential information.
• Willingness to travel to other Milbank offices as required. Ability to work evenings and weekends as needed.
• Proficiency in Microsoft Office Suite; experience with operations-focused applications such as space management tools, lease management tools and reservation systems a plus.