Operations Manager

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.

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This position will 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.

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• 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, and MPF.
• Process local payroll.
• 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.
• Periodic review of lawyer/secretarial share groups to manage workload allocation.
• Process vendor invoices.
• Review, approve and/or return expenses.
• Assist DOA with preparing the annual budget for the office.
• Assist the finance department with cashflow requirements.
• Manage office maintenance including general office repairs, lighting and periodic equipment maintenance checks and contracts.
• Manage secretarial coverage for scheduled and unscheduled leaves of absence, and coordinate secretary work schedules to ensure there is sufficient coverage at all times.
• Assist other office departments and teams with their projects, events and cross-department initiatives, as and when needed (including but not limited to Recruiting and Marketing).
• Liaise with internal procurement department and external vendors for office supplies and equipment.
• Support compliance initiatives and adherence to regulatory requirements.
• Organise office events including social gatherings and holiday parties and office meetings.
• Work closely with receptionists, 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.
• Prepare CPD accreditation application and sign-sheets for in-house training programs.
• Lead Hong Kong office in relation to Firm sustainability and D&I efforts.

Apart from the duties summarised 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.

Salary commensurate with level of experience and skills.