Executive Director - Johnston, Kinney & Zulaica LLP

Summary:

The Executive Director collaborates with the Firm's Managing Partner on the vision and strategic planning for the firm and works with the Administrative Management Team to reach the Firm's objectives by improving operational efficiency, building Firm culture, driving employee engagement and effectiveness and providing the appropriate support to ensure Firm goals and objectives are met.  In addition to general responsibility for personnel administration, systems and physical facilities, the Executive Director identifies and plans for the changing needs of the Firm, shares responsibility with the partners and departments for strategic planning, practice management and marketing and contributes to cost-effective management throughout the Firm.

The Executive Director is responsible for the overall supervision and day-to-day working functions of the Firm, including Human Resources, Finance, Client Services, Employee Productivity, Training, Processes, Culture, and Operations. 

The Executive Director collaborates, communicates and interacts with JKZ partners and employees to ensure delivery of top-quality work product and service to our clients and ensure consistent support in all areas. The Executive Director is responsible for the development and implementation of Firm policies, practices and procedures, including training and communication.  The members of the Administrative Management Team report to the Executive Director.

Supervisory Responsibilities - Direct Reports:

1.      Director of Finance

2.         Director of Operations
3.         Director of Human Resources

4.         Administrative Assistant

Essential Duties and Responsibilities, including but not limited to:

Human Resources/Employee Management

In coordination with the Director of Human Resources:

• Develop and direct the implementation of human resource policies and ensure compliance with all applicable federal and state health and safety regulations, including remote and out-of-state employees.
• Serve as the liaison between employees and management when issues arise and handle situations quickly and appropriately as situations warrant.
• Responsible for making compensation recommendations, including annual raises and bonuses, in addition to new hires. 
• Monitor attorney/support staff workload, productivity and working relationships and troubleshooting and resolving problems.  Discuss work performance or disciplinary issues as needed.
• Coordinate with HR Department (including the Training & Development Manager) to identify and recommend suitable training opportunities for staff and attorneys.
• Work with Managing Partner to identify agenda items for firm wide and attorneys' meetings.
• Identify training needs of JKZ personnel, develop training programs, refine and implement office workflow policies, and procedures (written materials, videos, etc.)

Training/Process/Protocol

In coordination with the Training & Development Manager:

Operations

In coordination with the Director of Operations:

• Manage operations consistent with the Firm's annual operating budget.
• Create, implement and enforce office procedures.
• Coordinate with IT vendors to develop, implement and maintain IT protocols and security. 
• Determine need for additional or replacement technology including software, make recommendations for and implementation of all new software.
• · Responsible for Insurance coverage – Professional Liability, Workers Compensation, Business Owner's Liability and Cyber.

Finance & Client Services

In coordination with the Director of Finance & Client Services:

• Produce appropriate reporting and analysis documentation.
• Produce annual budget and forecasting.
• Recommend strategies for department improvements.
• Establish and maintain vendor relationships to keep abreast of competitive prices and product changes; negotiate purchase pricing and contract terms and submit proposals to the Managing Partner for approval.
• Coordinate with the Intake and Records departments to ensure workflow and workload is appropriate.  Recommend and manage process improvements and projects.

Strategic Planning

• In collaboration with the Managing Partner, identify goals and objectives of the firm.
• Analyze new markets for expansion and oversee expansion projects.
• Manage the Administrative Management Team and the partners/managers to accomplish the goals and objectives in the established timelines.
• Collaborate with the Managing Partner regarding firm growth, addition of partner(s), employee performance goals and management.
• Responsible for quarterly and annual reports for all administrative departments.

Marketing

• Assist in determining marketing strategy with Managing Partner.
• Oversee marketing, social media and website maintenance with either outsourced marketing firm or Marketing Coordinator.
• Responsible for managing the sponsorships, tables at galas and identify other marketing opportunities, both for client relations and to build our brand to be attractive to potential employees.

Miscellaneous

• Mentorship of all direct reports and other team members, including establishing goals for professional development and continuing education.
• Various other administrative tasks as assigned.
• B.A. in an appropriate field or equivalent combination of education and experience.
• Master's degree preferred.
• Certified Legal Manager (CLM) preferred.
• Ten (10) or more years of progressively responsible experience in Finance and/or Human Resources and/or general law office management, preferably in a small to mid-sized law office.
• Advanced knowledge of law firm finance and accounting principles.
• Strong leadership skills and exhibits team-building and problem-solving in a professional services environment.
• Advanced knowledge of budgeting, financial analysis and reporting, insurance, reporting and compensation/payroll.
• Knowledge of Federal, state, and various city employment laws and regulations.
• Excellent organizational skills and the ability to handle multiple priorities simultaneously.
• Ability to exercise good business judgment and diplomacy in complex situations.
• Resourcefulness in analyzing problems or needs, evaluating alternatives, proposing options as solutions, and effective implementation of solutions.
• Ability to coordinate projects, communicate changes and progress and complete them in a timely fashion within budget.
• Ability to handle sensitive and confidential matters with discretion.
• Willingness to work flexible hours.
• Professional appearance and demeanor.
• Strong ability to communicate effectively throughout the Firm.
• Ability to work well with all Microsoft Office applications.
• Willingness to be flexible, performing responsibilities not specifically identified in the job description and assuming new responsibilities as the Firm's needs change.