Robert Half
Description Our client, a large firm with several nationwide offices, is opening a new office in NY midtown. We are looking for an Office Coordinator/Administrative Assistant to join the team. This role will handle a variety of responsibilities each day supporting the daily operations of the office as well as providing general administrative assistance to various attorneys.
- Serve as the first point of contact by answering phones, greeting clients and visitors, coordinating with outside vendors, and managing incoming/outgoing mail and deliveries (including FedEx, UPS, and couriers).
- Manage conference room and flex office reservations, coordinate catering, and handle meeting setup and teardown. Maintain overall office organization and appearance, and schedule maintenance needs with building management.
- Provide general administrative assistance including calendar management, travel arrangements, expense reimbursements, and support for special projects/events.
- Assist firm leadership with operational needs and budget tracking.
- Perform light IT-related tasks under the guidance of the Help Desk, such as rebooting equipment, setting up A/V connections for Zoom or Microsoft Teams meetings, and configuring ancillary devices (e.g., headsets, Bluetooth accessories).
- Oversee daily office operations including ordering supplies, maintaining equipment, and managing vendor relationships to ensure a clean, efficient, and well-stocked workspace.
- Coordinate office events, team-building activities, and other firm functions, ensuring all logistics are handled smoothly.
- This position requires full-time in the office, Monday through Friday.
- 5+ years of experience in office coordination, administrative support, or operations-ideally within a professional services or legal environment.
- Prior experience supporting attorneys or firm leadership is a plus.
- Strong organizational and time management skills with the ability to prioritize multiple tasks.
- Excellent verbal and written communication skills.
- Professional demeanor with a client-service mindset.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with Zoom and Microsoft Teams.
- Comfortable with light IT troubleshooting and A/V setup.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Detail-oriented with a proactive approach to problem-solving.
- Ability to work independently and collaboratively in a fast-paced environment.
- Flexibility to assist with occasional after-hours events or urgent needs.
- Familiarity with legal terminology or law firm operations is a plus.