Overview
Office Admin Assistant, Global Law Firm Jobs in New York, NY at Plona Partners
Title: Office Admin Assistant, Global Law Firm
Company: Plona Partners
Location: New York, NY
Position: Office Assistant, Big Law
Location: Midtown, NY – Onsite
Compensation: $55,000 – $65,000 with additional OT and Bonus
Responsibilities:
The Office Assistant is expected to be well versed in and perform all functions of the Office Services team. Some of the responsibilities of the Office Assistant include ensuring the smooth daily operations of the firm's reception and office services functions, including—but not limited to—the following:
Reception & Coverage:
- In conjunction with other Office Services team members, coordinate daily reception desk and office coverage for regular business hours, evenings, vacations, holidays, and other scheduling needs. Demonstrate flexibility and a strong team-oriented approach to ensure seamless coverage at all times.
Office Support & Service Excellence:
- Contribute to maintaining an exceptional standard of client service and office operations. Participate in all firm-sponsored training programs and actively support continuous improvement initiatives within the Office Services team.
Conference & Meeting Coordination:
- Work closely with the Conference Services Manager to plan and coordinate on-site meetings and events, including catering, room setup, staffing, and technology requirements. Coordinate conferencing and audiovisual needs in partnership with the firm's IT team. Place food and beverage orders, oversee meeting logistics from start to finish, and assist with organizing firm-sponsored events and seasonal functions. Experience with EMS (Event Management System) is a plus.
Vendor Invoices:
- Assist with coordinating, reconciling, and processing invoices for catering, food service providers (including Sharebite web orders), and other external vendors as needed.
General Office Operations:
- Continuously evaluate reception and office operations, recommending process improvements and new ideas to enhance efficiency and service quality. Collaborate with colleagues, attorneys, clients, vendors, and other stakeholders to resolve business needs and ensure effective communication regarding meetings, events, and day-to-day office activities.
