New York, NY
Summary
The Office Administrator will serve as a key leader responsible for the smooth, professional, and efficient operation of the firm’s New York City office. This role involves comprehensive oversight of administrative support services including secretarial staff management, office facilities, operational services, event coordination, and space management. The ideal candidate will be proactive, solutions-oriented, and capable of fostering a positive workplace culture aligned with the firm’s high standards of client service and professionalism. The OA will work directly with the Office Administrative Partner, Director of Operations, Chief Operating Officer and Chief Human Resources Officer.
Key Responsibilities
Administrative Staff Oversight
- Manage and supervise the secretarial, reception, facilities, office services and other administrative personnel, ensuring optimal workflow, productivity, and high-quality support.
- Oversee secretarial staffing assignments and provide strategic coverage planning.
- Lead performance management processes including training, professional development, feedback, evaluations, and disciplinary actions where necessary.
- Foster professional growth and promote engagement among administrative teams.
- Make recommendations for staffing, including assignments to lawyers and business services employees.
- Monitor administrative employee attendance, vacations, and other absences from the office.
- Manage coverage for attorneys in the absence of business services employees.
- Manage workflow and ensure that timekeeper needs are met.
Office Facilities and Space Management
- Manage the day-to-day operations of the office, ensuring a clean, safe, and well-maintained work environment.
- Serve as the primary liaison with building management for all facility-related matters.
- In coordination with office leadership, organize office moves, space assignments, seating charts, and new hire onboarding setup in collaboration with HR and IT teams.
- Engage in planning, design, and disposal of equipment and furniture;
- Along with the Director of Operations, manage space planning, relocation, construction, and renovation projects.
- Oversee vendor relationships related to facilities, including food service, maintenance, janitorial services, and office equipment providers. Review and approve vendor invoices. Address any invoice discrepancies for resolution.
Office Services Operations
- Supervise office services including mailroom, reception, hospitality, and records management.
- Implement and monitor office procedures for efficiency and cost-effectiveness.
- Ensure inventory management of office supplies, pantry/kitchen services, and equipment maintenance.
- Troubleshoot operational issues proactively, ensuring minimal disruption to attorney and client services.
- Assist in the preparation of the office operating expense budget and monitor monthly budget vs. actual progress.
- Work with building management on day-to-day facilities issues such as building security, cleaning and maintenance, heating and air conditioning, and general tenant issues.
- Arrange for repairs and maintenance of the office space such as painting, carpet cleaning, furniture repair, etc.
- Coordinate disaster and emergency preparedness activities for the New York office.
Events Coordination
- Plan and execute internal office events such as staff appreciation days, holiday celebrations, quarterly cocktail parties, and firm-sponsored social events.
- Liaise with the marketing and business development teams to support client or practice events hosted in the office.
- Manage event budgets, logistics, catering, vendor selection, and post-event evaluations.
Leadership and Cross-Departmental Collaboration
- Partner closely with department heads, HR, IT, and finance to deliver cohesive administrative support to the firm’s operations. Partner with HR in the recruitment and onboarding process for all New York office administrative positions.
- Facilitate clear communication between attorneys, secretarial teams, and business services departments.
- Act as a cultural ambassador for the firm’s values of inclusivity, collaboration, and excellence.
- Assist with special projects as assigned.
Education & Experience
- Bachelor’s degree in Business Administration, Human Resources, Operations Management, or a related field preferred.
- 8+ years of office administration experience in a professional services or law firm environment.
- Demonstrated experience managing administrative teams, office facilities, and internal event programs.
Skills & Competencies
- Exceptional leadership, interpersonal, and communication skills.
- Strong organizational and problem-solving abilities.
- Excellent analytical and sound decision-making skills required.
- High emotional intelligence and capability to manage confidential situations with professionalism.
- Ability to handle multiple priorities in a fast-paced environment.
- Experience with budgeting and inventory management.
- Must be client-service oriented with excellent interpersonal skills.
- Proficiency in Microsoft Office Suite; familiarity with facilities and event management software is a plus.
Schedule
Core hours are Monday through Friday, 8:30am-5:30pm, including one hour for lunch, with flexibility for additional hours as needed.
Amount of Travel Required
Limited travel to the Roseland, NJ office (4 times a year)
*For candidates meeting the requirements, the expected base salary is $200,000.00-$230,000.00, plus bonus. The range provided is the salary that the firm in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.
**This job description sets forth current authorities and responsibilities of this position and they may change from time to time as shall be determined by the firm. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required by employee.
***Firm is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.
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