Office Administrator

About the role

The Office Administrator will join our New York office to manage day-to-day operations and help create a welcoming, connected, and high-functioning environment. This is a hands-on role that blends legal administrative support with broader office management responsibilities and requires a proactive, solutions-oriented approach.

Job Functions

• Office Operations: Serve as a primary on-site contact for day-to-day office operations, ensuring smooth day-to-day functioning of the office.
• Oversee and maintain office operations by coordinating with building management and external vendors, monitoring and replenishing office supplies, and ensuring all workplace resources and services are organized, efficient, and aligned with day-to-day operational needs.
• Prepares offices and workspaces for new employees and visiting attorneys by coordinating necessary equipment, supplies, and system access.
• Schedules and coordinates internal meetings, including reserving conference rooms, arranging catering, and preparing necessary materials.
• Troubleshoot basic technology issues; coordinate with IT or external vendors to escalate and resolve more complex technical problems.
• Partner closely with the Boston office to support legal, administrative, and operational needs across locations.
• Legal & Administrative Support: Provide high-level administrative support to attorneys and team members.
• Maintain and proactively monitor calendars and contact lists, communicating updates, changes, and reminders to ensure effective scheduling and coordination.
• Provides highly technical document production including but not limited to typing, drafting and editing documents, dictation, redlining documents, conversion of documents from PDF to word, working on basic to highly complex Excel spreadsheets, creating or editing complex Power Point presentations.
• Assist in planning client development and other networking events.
• Monitor legal industry events in the New York City market to flag for members of Choate’s different practice group.
• Supports billing, time entry, and other administrative processes.
• Demands strong knowledge of legal terminology, document standards, and procedures; prepares and formats correspondence and legal documents, maintains files, and supports attorneys with presentations and other client materials.
• Utilizes strong communication skills, both written and verbal, to ensure instructions are clearly understood and that requested work is completed.
• Provide high-touch service to both internal and external clients.

Essential Competencies

• Proactive and collaborative team player who partners effectively across the Firm.
• Positive, service-oriented mindset with a focus on creating a great workplace.
• Uses innovative thinking and exercises sound judgment to achieve results.
• Resourceful, adaptable, and solutions-driven.

Qualifications

• Bachelor's Degree required.
• Minimum of 5 years of legal assistant experience supporting corporate attorneys. Office administration experience preferred.
• Proficient in MS Word, Excel, Outlook, and PowerPoint. Comfortable use of AI tools including Copilot.
• Demonstrated ability to balance client service while delivering high results and productivity.
• Effective oral and writing communication skills with strong knowledge of grammar, spelling, punctuation, and legal terminology.
• Demonstrated flexibility and the ability to handle complex, multiple tasks for several individuals with different work styles. Openness to change pace quickly while maintaining organization and attention to detail.
• Flexible, dependable, and team-oriented with a willingness to take on additional responsibilities.

Pay

The anticipated pay range for this role is $90,000 - $125,000.