Assistant Office Administrator

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision.

Based in Hong Kong, the Assistant Office Administrator will be responsible for providing business office support to the Hong Kong office.

This role reports to the Asia Director of Administration.

Responsibilities include:

• Support the Director of Administration (“DOA”) in day-to-day administration and human resources duties to ensure the smooth running of the Hong Kong office.

HR Administration:

• Supervise and manage support staff teams, including conducting performance reviews and engaging daily with the staff teams to develop strong working relationships.
• Benefits administration including medical insurance, life insurance, MPF.
• Process local payroll.
• Coordinate visa application and renewal processes.
• Process legal affairs renewals and registrations.
• Draft official firm correspondence including employment contracts, salary letters and employment verifications.
• Absence management including approving holiday requests and maintaining sick leave records.
• Assist with staff recruiting processes including interviewing, onboarding and integration efforts for new staff hires.
• Work with global HR team to ensure internal systems and databases are updated.
• Work with DOA and Professional Development team to further staff learning and development including hosting and conducting training.
• Review of lawyer/secretarial share groups to manage workload allocation.

Office Administration:

• Maintain strong relationships with external vendors, including facilities management providers, building management and travel agents.
• Manage office maintenance including general office repairs, lighting and periodic equipment maintenance checks and contracts.
• Maintain inventory of all office furniture, office supplies and equipment.
• Liaise with internal procurement department and external vendors for office supplies and equipment.
• Organize office events including social gatherings and holiday parties.
• Organize catering when required and develop strong relationships with catering vendors to ensure a smooth service of delivery.
• Work closely with receptionist, mail/reprographics team and tea lady to ensure quality business services.
• Process applications and/or filings with relevant statutory bodies, including HK Law Society’s compliance filings.
• Manage secretarial coverage for scheduled and unscheduled leaves of absence.
• Prepare CPD accreditation application and sign-sheets for in-house training programs.
• Assist DOA with preparing annual office budget.
• Assist finance department with cashflow requirements.
• Lead Hong Kong office in relation to Firm sustainability and D&I efforts.
• Apart from the duties summarized herein, we retain the right to include other reasonable duties which are part of, and incidental to, this type of work.

• University degree
• 7 years of experience in business operations, preferably in a law firm or professional services environment.
• Good written and spoken English and Chinese Relevant experience working in a major UK or US law firm is essential.

Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.