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Office Administrator
New York City, NY Bold Headlines: H1: Join the Team as an Office Administrator at a Leading Law Firm in New York City H2: Manage Day-to-Day Operations and Administrative Functions for the Firm's Second Largest Office Job Title: Office Administrator (New York) Salary Information: - Anticipated range: $121,000 - $160,750 - Actual base salary offered may vary based on qualifications and experience - Discretionary bonus may also be available based on performance Experience Requirements: 7 years of relevant supervisory/managerial experience in a law firm setting Job Description Summary: - Manage day-to-day operations and administrative functions for the firm's second largest office in New York City - Collaborate with office partners, direct reports, and other key personnel to provide exceptional customer service and administrative support - Highly visible role with responsibility for general office operations, facilities, office services, and management of administrative staff Office Operations & Management: - Work directly with building landlord and services management for maintenance needs and security services - Manage and develop office operations, including facilities, office services, reception, secretaries, and executive assistants - Maintain office maintenance and emergency preparedness plans - Coordinate with on-site vendors, including contract catering for special events - Set up workspaces and coordinate moves within the office - Oversee office supply areas and manage stock of supplies - Maintain cleanliness, functionality, and safety of the office in compliance with laws and regulations - Lead team meetings, provide training and mentorship, and manage staff schedules and time off - Plan and execute internal office events, including collaborating with the Marketing Department for client events - Stay updated on software systems and attend relevant trainings for leadership skills - Participate in monthly meetings with Partners and Office Leadership to discuss improvements and changes in office support Facilities Management: - Manage office assignments and furniture requests - Conduct monthly walk-throughs and coordinate repairs and maintenance for common areas - Ensure cleanliness and safety of premises for all employees - Coordinate with firmwide Safety and Security manager for training and supplies - Oversee building key cards and become an expert user of the security program Secretarial Workflow and Assignment Coordination: - Manage corporate secretaries/executive assistants in New York - Coordinate workflow and assign secretaries based on Practice Management guidelines - Maintain and update pairing lists in Workday Office Engagement and Culture Champion: - Promote office culture and improve collaboration and working relationships - Design and implement initiatives and programs to drive culture change and engagement - Increase productivity and retention and organize collaboration events for the office - Think creatively to involve remote employees and analyze office activity data for improvement ideas Other Responsibilities: - Communicate and work closely with NY IT Team - Participate in NY Office Committee meetings - Collaborate with managers and directors from other offices on special projects - Respond to general office/NY questions about local amenities - Manage the firm's NY guest apartment and coordinate onboarding for new staff and lateral attorneys - Assist with other projects as needed Desired Skills & Qualifications: - Professional presence and good judgement - Client service focus and excellent leadership skills - Self-starter, proactive, and resourceful - Exceptional time management and strategic thinking skills - Ability to prioritize and handle multiple tasks in a fast-paced environment - Strong analytical skills and professional demeanor - Ability to maintain confidentiality and provide exceptional customer service - Experience with team building and conflict resolution - Ability to mentor, supervise, and train staff - Overall knowledge of basic software systems - Proficiency in MS Office and other applications - Excellent written, verbal, and organizational skills - Attention to detail and quality control Benefits and Compensation Details: - Comprehensive benefits program for eligible employees, including healthcare, life insurance, and wellbeing initiatives - Anticipated salary range of $121,000 - $160,750, with actual base salary depending on qualifications and experience - Discretionary bonus may also be available based on performance - Additional information about employee eligibility for benefits and discretionary bonus available upon request |
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