Assistant Office Manager

The Office Manager Assistant is responsible for the comprehensive administration, coordination, and oversight of the firm’s office, facilities, and administrative functions. This position requires a high level of professionalism, discretion, and judgment, as well as the ability to manage complex tasks with accuracy and efficiency. The Office Manager ensures that all office functions and processes are conducted in a manner that supports the firm’s legal practice, protects confidential information, and promotes a secure, well-maintained, and service-oriented professional environment. The Office Manager is responsible for the “things.”

Essential Duties & Responsibilities

I. Office Operations & Facilities Management

• Oversee the procurement, inventory control, and maintenance of office supplies, equipment, furnishings, and kitchen provisions, ensuring uninterrupted operations and readiness of all firm resources.
• Serve as the primary internal contact for information technology concerns; conduct preliminary troubleshooting and escalate matters to external IT providers in accordance with established protocols.
• Act as the firm’s liaison to building management, security personnel, maintenance contractors, and other service providers regarding facility maintenance, safety compliance, and operational requirements.
• Manage parking assignments for staff, clients, and visitors; maintain accurate records and ensure adherence to building and firm policies.
• Facilitate building access for clients, guests, vendors, candidates, and employees by coordinating with building security to issue temporary or permanent access credentials, maintaining proper documentation, and ensuring compliance with security protocols.
• Enforce office security procedures, including key and access card control, alarm management, surveillance coordination, and maintenance of related records.
• Develop, implement, and maintain policies, procedures, and administrative workflows to support efficient, compliant, and orderly office operations.
• Coordinate firm events, staff gatherings, holiday décor, and other internal activities as directed by firm leadership. This may be transferred to HR.
• Perform and oversee business-related errands, including but not limited to bank deposits, courier services, procurement of materials, and delivery or retrieval of documents essential to the firm’s operations.
• Conduct additional office-related errands, deliveries, and material distribution necessary to support daily business functions.

II. Administrative & Personnel Support

• Assist the reception function by answering and directing telephone calls, managing caller inquiries, handling messages, and ensuring ongoing coverage during staff absences, breaks, or peak periods.
• Coordinate non-HR onboarding and offboarding procedures, including preparation of workstations, coordination with IT and building security, and issuance or retrieval of firm equipment, credentials, and access systems.
• Prepare internal correspondence, memoranda, administrative notices, and meeting materials as assigned.
• Maintain administrative calendars, deadlines, subscription renewals, and recurring operational reminders.

III. Client, Guest, and Interview Coordination

• Prepare conference rooms for client meetings, mediations, depositions, attorney presentations, and other legal or administrative proceedings, ensuring availability of required technology, documentation, and amenities.
• Coordinate the preparation and scheduling of conference rooms for attorney and staff interviews, including room configuration, material preparation, and coordination of building access for candidates.
• Provide comprehensive hospitality and guest-services support to clients, witnesses, vendors, interview candidates, and other visitors, ensuring a professional, confidential, and service-oriented experience.
• Oversee the delivery of refreshments, accommodations, and related hospitality services in accordance with firm standards of professionalism and client care.
• Manage all conference room scheduling to ensure availability, proper turnover, cleanliness, and readiness for continuous daily use.

IV. Vendor, IT, and Service Coordination

• Serve as the administrative liaison to all external vendors, service providers, building management, and security personnel to ensure performance of contracted services and operational continuity.
• Review, verify, and reconcile invoices and statements related to office operations, maintaining awareness of contract terms, renewal obligations, and service-level expectations.
• Assign, supervise, and follow through on special projects, administrative tasks, and operational initiatives as directed by attorneys and firm leadership.

V. Compliance, Documentation & Recordkeeping

• Maintain organized and secure physical and digital administrative records in accordance with legal, ethical, and firm-specific retention requirements.
• Uphold confidentiality, privacy standards, and all applicable legal and ethical obligations in the handling of client information, personnel records, and sensitive firm materials.
• Assist with internal audits, compliance processes, and reporting obligations related to administrative and operational matters.
• Ensure that all procedures, documents, and workflows conform to applicable legal standards, firm policies, and professional best practices.

Competencies & Skills

• Exceptional written and verbal communication skills, including the ability to draft professional correspondence and interact effectively with clients, staff, and external parties.
• Superior organizational and time-management skills, with demonstrated ability to manage competing priorities and meet deadlines.
• High degree of accuracy, attention to detail, and commitment to quality in both administrative and legal support tasks.
• Proficiency with office technology, systems, and basic IT troubleshooting, with the ability to collaborate effectively with external IT providers.
• Familiarity with legal case management software, particularly Filevine.
• Demonstrated discretion, integrity, professionalism, and sound judgment in handling confidential and sensitive information.

Education & Experience Requirements

• High school diploma or equivalent required; post-secondary coursework or degree in business administration, legal studies, or related discipline strongly preferred.
• Prior experience in office management required.