Office Administrator

Office Administrator

New York, NY

Responsibilities

• Coordinate office activities and operations in compliance with Firm policies, under the direction of the firm’s Director of Staff and Operations, and in such a way as to promote a positive work environment.
• Supervise and train administrative staff, dividing responsibilities to ensure performance.
• Monitor and order office supplies.
• Troubleshoot issues with phones, computers, copiers, videoconference equipment, and other office equipment and interact with repair vendors as needed.
• Manage phone calls and correspondence.
• Assist with onboarding new hires (e.g., ensure IT set up and otherwise prepare office space).
• Coordinate with office-related vendors and building services (e.g., delivery and shredding services, building engineers).
• Oversee local records management, including retention, protection, retrieval, transfer, and disposal of records.
• Arrange internal and external events as directed.
• Supervise cleaning crew and cleanliness of office space.
• Coordinate and participate in office space planning, maintenance, and renovations when necessary.

Requirements

• The successful candidate will have a combination of employment, educational, and life experience that demonstrates the qualities and skills below:
• Education and Experience: Bachelor’s degree preferred and 2+ year(s) office management experience required. Knowledge and Skills: Advanced computer skills including knowledge of MS Word, Outlook, and Excel as well as a willingness to learn and use new programs. Strong written and verbal communication skills.
• Ability to multitask and triage assignments with ease. Work independently but also support staff and be a team leader.
• Clear Communication and Attention to Detail: You express yourself clearly and concisely, always highlighting the most important information. You show great accuracy, attention to detail and good organizational skills. You proactively communicate the status of your work and share updates with colleagues when necessary. You ensure that your work is mistake-free.
• Confidentiality: You must be able to adhere to Firm policies regarding the protection of confidential data and demonstrate sensitivity to (and good judgment in connection with) confidential attorney, personnel, and Firm matters.
• Flexibility: You are versatile and able to respond quickly and positively to shifting demands and opportunities. You are comfortable in an environment where your responsibilities may vary from day to day. You demonstrate a “no job too big, no job too small” attitude, and take a collaborative, team-focused approach to rejuggling priorities and contributing to Firm tasks.
• Ownership, Initiative, and Teamwork: You take ownership of your projects and follow through on their completion. You proactively anticipate, communicate, and work to independently resolve obstacles you encounter in your work. You possess a strong customer-service orientation and ability to work well within a team and are able to establish and maintain strong working relationships with employees, clients, and professionals.
• Organization and Project Management: You are comfortable balancing tasks of varying levels of urgency and complexity and work well under pressure with tight deadlines.
• Mission Orientation: You are enthusiastic and passionate about our commitment to civil rights and public interest law. You thrive when your work is connected to purpose