Office Services Assistant Job at Simpson Thacher & Bartlett in Palo Alto

Overview

Simpson Thacher & Bartlett is excited to announce the opening of our new San Francisco office in early 2026, increasing our Bay Area presence to further improve the cutting-edge legal services we provide to our clients and communities.

Position

The Office Services Assistant will be responsible for a variety of office services support functions for the San Francisco office. The hours are in-office Monday-Friday, 8:30 a.m. – 5:00 p.m., but flexibility to work additional hours as needed is required. The duties may change as the needs of the office and the Firm change.

Essential Job Duties & Responsibilities

• Facilities: Monitor and respond to incoming email requests.
• Facilities: Maintain logs of facilities equipment usage and maintenance and request repairs when needed.
• Facilities: Ensure offices are set up with standard furniture and supplies and cleaned for new and moving employees as well as visitors.
• Facilities: Escalate staff requests/concerns to supervisor/director as appropriate.
• Facilities: Daily maintenance (stock supplies, cleanliness, etc.).
• Facilities: Assist with miscellaneous projects for attorneys and staff (including hanging art, special requests, etc.).
• Mailroom: Retrieve and deliver incoming mail and packages.
• Mailroom: Perform scheduled copy room mail sweeps to retrieve outgoing USPS mail, interoffice and remote office pouch correspondence.
• Mailroom: Meter outgoing mail.
• Mailroom: Prepare materials for mailing including addressing, stuffing envelopes, making labels and gathering correspondence for the remote office pouch.
• Mailroom: Maintain postage log for outgoing mail.
• Mailroom: Keep mail supplies stocked.
• Reprographics: Copy, print, scan or bind hard copy and electronic documents of various sizes and colors.
• Reprographics: Download copy jobs from printer holding queue, servers, links, drop boxes or emails as well as uploading finished products.
• Reprographics: Bind hard copy productions (e.g., Velo, Spiral, Wire, Acco and 3-ring).
• Reprographics: Quality check work for accuracy to uphold the standards of service and best practices.
• Office Supplies: Organize and track office supplies.
• Office Supplies: Maintain and organize floor copy rooms, adding supplies as needed.
• Office Supplies: Check paper levels on printers/copiers daily and replenish as needed.
• Office Supplies: Monitor usage of materials and supplies in the primary stock room and order as necessary to maintain adequate levels.
• Miscellaneous: Backup Reception for breaks and vacations when needed.
• Miscellaneous: Available some early mornings/nights/weekends to monitor work being performed by vendors or to provide additional support during special events.
• Miscellaneous: Assist Administrative Team with special projects and tasks, as needed.
• Miscellaneous: Perform other duties as assigned.

Education

• High School Diploma or GED equivalent

Skills and Experience

• Minimum of 1 to 2 years of experience in an office environment.
• Ability to effectively present information verbally and in writing.
• Basic math skills: addition, subtraction, multiplication, division.
• Strong attention to detail.
• Ability to follow directions and work independently with limited supervision.
• Working knowledge in MS Word, Excel and Outlook.
• Familiarity with standard office equipment such as photocopiers, scanners, and fax machines.
• Ability to effectively organize, prioritize, plan and multi-task in a high pressure/fast-paced environment.
• Ability to use diplomacy and discretion; must always act with professionalism.
• Strong customer service skills; client-focused with the ability to provide customer service in a professional manner.
• Ability to work independently or on a team, with a positive attitude and flexibility to work with multiple individuals and handle a wide variety of tasks.
• Business casual attire daily; professional attire occasionally for special events.

Physical Demands

• Sitting: Remaining in the seated position, particularly for sustained periods of time.
• Standing: Remaining upright on the feet, particularly for sustained periods of time.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Climbing: Ascending or descending ladders, stairs, ramps using feet and legs or hands and arms.
• Lifting, Carrying, Bending/Stooping/Kneeling/Crouching, Reaching, Pulling/Pushing: as described in the original content.

Work Environment

The worker is not substantially exposed to adverse environmental conditions as in typical office or administrative work (normal light, air and space in the work environment).

Salary Information

CA Only: The estimated base salary range for this position is $55,000 to $70,000 at the time of posting. The actual salary offered will depend on qualifications, experience, education, certifications, and location. This role is non-exempt and overtime pay eligible.

Privacy Notice

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