Weil seeks the best and brightest talent to join our Administrative Staff team. Our employees are the future of Weil so we invest in their training and development. Our environment embraces and encourages positive-minded professionals who seek to be challenged and acquire knowledge and skills in an atmosphere built on teamwork. Highly skilled and knowledgeable Administrative Staff assist our attorneys in successfully meeting and exceeding client needs and are vital to the overall success of the Firm.

Job Description

Manages all human resource matters regarding legal and support staff within the Silicon Valley office. This may include, but is not limited to, administration of hiring, assignments, supervision, training, evaluation, discipline, termination, salary and bonus administration, and maintenance of human resource records.

Primary Responsibilities and/or Essential functions:

Recommends and reviews part-time and full-time support staffing levels. Advertises, interviews, checks references and hires qualified applicants. Prepares and sends written/email response to all inquiries.
Establishes and maintains orientation program for support staff. Assigns new staff member mentors; regularly monitors new employee’s progress with mentors.
Conducts informal reviews of new hires after three months. Develops and maintains a program for the advancement of professional skills of staff members. Conducts career and educational counseling with staff members.
Develops human resource policies and procedures for consideration and inclusion in the firm and/or office policy and procedure manual. Ensures compliance with federal, state and local employment laws and regulations.
Develops standard job descriptions and position specifications for support staff; ensures periodic review of job descriptions and position specifications.
Direct supervision of secretary coordinator and personnel coordinator. Approves weekly time for all supervised staff and temporary employees. Ensures that all positions are staffed on a daily basis and provides for temporary relief as necessary. Regulates workflow within the office and allocates resources. Coordinates team projects.
Monitors support staff salaries to ensure comparable job market salaries; make recommendations for annual wage and salary review.
Oversees annual performance process for all staff members working with the secretary coordinator, applicable managers, and attorney/supervisors. Prepares and conducts performance review meetings for secretarial, floater and document processing staff, and assists in delivering other evaluations as needed.
Counsels staff who are not meeting firm standards and discusses improvement methods. Guides attorneys and supervisors/managers through progressive discipline with individual staff members. Receives and considers staff problems on a confidential basis. Acts as a liaison between employees and their supervisors/managers. Prepares, if necessary, confidential “memo to file” and/or probationary memo and reviews it with employee. May refer staff member to Employee Assistance Programs (EAPs).
Discusses general problems with and counsels attorneys and supervisors/managers within the firm.
Participates in general staff meetings and participates in department meetings as needed.
Oversees the orientation program for all new employees. Provides orientation to new attorneys and staff in human resource matters.
Maintains professional relationships with employment agencies and temporary agencies. Interviews potential new temporary agencies and conducts cost comparison with local market.
Travels to NY, SF and LA offices as needed.
Reviews and makes determination of request for leaves of absence. Approves PTO requests and maintains schedule of staff PTO and backup support. Monitors use of PTO and other absences. Utilizes database software for computerized attendance records.
Develops and maintains human resource-related statistical reports. Analyzes and evaluates trends, and makes recommendations based on these trends. Reviews monthly overtime reports and recommends actions to reduce overtime expenditures; recommends changes in work distribution and/or secretarial assignments.
Responds to EEOC, ADA, and workers’ compensation and unemployment claims.
Initiates and maintains (1) employee personnel files, (2) employee information forms, (3) job performance evaluations, (4) changes in pay status forms, (5) EEOC application record form and I-9 forms, (6) inactive personnel files, (7) temporary staff log, and (8) termination checklist.
Ensures that new attorneys and staff complete the Immigration Reform and Control Act I-9 form. Responds to requests and audits from the Immigration Office.
Handles requests for verification of employment (and notifies employee as applicable by state law).
Ensures updating of in-house personnel directories, home address listing, anniversary/birthday and seniority listings.
Any additional responsibilities as required by management.

Knowledge, Skills & Abilities:

5+ years of human resource administration experience.
Ability to organize and prioritize numerous tasks and complete them under time constraints.
Interpersonal skills necessary to communicate with a diverse group of attorneys, staff and clients and provide information with ordinary courtesy and tact while safeguarding confidentiality.
Interpersonal skills necessary in order to communicate by telephone and email to provide information with ordinary courtesy and tact.
Interpersonal skills necessary to assist in conflict resolution in the workplace.
Work occasionally requires more than 40 hours per week to perform the essential duties of the position.
Able to use database software, spreadsheet, and word processing software and equipment to complete analysis and reports.

Education/Certifications:

Bachelor's degree preferred , or equivalent relevant work experience.

Estimated salary range is $155,000 - $180,000. Compensation decisions within the range are dependent on the facts and circumstances of each case including but not limited to the individual's skills, experience, and qualifications.

Weil, Gotshal & Manges LLP offers a competitive compensation package comprised of base pay and discretionary year-end bonus for eligible employees. Benefits include, but are not limited to medical, dental, vision, disability coverage, life insurance, flexible spending plan and a 401K plan. Weil also offers generous paid time off and holidays. All decisions affecting employment at Weil, Gotshal & Manges LLP are made on the basis of qualification, performance and other pertinent work-related factors, and without discrimination against any person on the basis of race, color, sex, age, religion, national origin, disability, marital status, sexual orientation, gender identity or expression, pregnancy, veteran’s status, genetic information or any other legally protected status.