Office Administrator

About the role

The Palo Alto Office Administrator will oversee daily office operations and support administrative functions to ensure smooth workflows in a top ranked global firm. This role involves travel between Palo Alto and San Francisco.

This role is with a leading global business law firm that delivers legal solutions across more than 40 countries. Founded in 2005 through a major merger, the firm handles complex cross-border transactions, corporate matters, and high-stakes litigation.

Responsibilities

• Manage daily office operations, ensuring efficient use of resources and smooth workflows.
• Regularly interact and engage with office lawyers to ensure strong practice support and proactively identify and address needs, sharing feedback across departments for continuous improvement.
• Manage, facilitate, and support lateral integration ensuring effective collaboration of firm resources for successful practice integration into the firm.
• Oversee office facilities and liaise with vendors as needed.
• Collaborate with OMP and marketing and business development on office marketing budget and client-facing and business development opportunities, which may include managing contracts for strategic utilization of sports tickets to maximize ROI.
• Partner with various departments on office events and initiatives to maximize engagement and build/maintain a positive office culture.
• Ensure compliance with company policies and procedures.
• Assist with scheduling, meeting preparation, and internal communications.
• Support onboarding and training for new employees.
• Monitor and manage office budgets and expenses.
• Handle confidential information with discretion and professionalism.

Requirements

• 6+ years of experience in office administration, particularly in a Big Law or professional services environment.
• Experience with facilities management to include design, construction, contract negotiations and project management a plus.
• Knowledge of basic accounting principles to include budget management required.
• Strong organizational and multitasking skills.
• Ability to manage budgets and handle financial tasks.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and other administrative tools.
• Demonstrated ability to handle confidential information with discretion.
• Problem-solving skills and a proactive approach to tasks.

Pay

Competitive salary ranging from $180,000 to $240,000 annually based on experience.

Benefits

• Comprehensive benefits package including health, dental, vision, and 401k with a company match.
• Collaborative working environment.

Schedule

This role involves travel between Palo Alto and San Francisco.