Administrative Assistant – Office Managing Partner & Events Support
We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive support to our Office Managing Partner (OMP) and Local Events Services Team. This role is crucial in ensuring the seamless operation of the office, managing schedules, coordinating meetings, and handling a variety of administrative tasks. The ideal candidate is detail-oriented, tech-savvy, and excels in a fast-paced, professional environment.
Key Responsibilities
Executive Administrative Support
Provide dedicated administrative support to the Office Managing Partner (OMP).
Manage the OMP’s calendar in Microsoft Outlook, ensuring accurate scheduling of meetings and appointments.
Monitor and respond to emails on behalf of the OMP, handling inquiries professionally and efficiently.
Coordinate travel arrangements, maintain travel profiles, and assist with passport/visa requests.
Prepare and process expense reports in compliance with firm guidelines.
Draft, edit, and format reports, presentations, and correspondence.
Schedule and coordinate conference calls, WebEx, Teams, and video meetings.
Arrange catering and restaurant reservations for meetings and events.
Track and maintain time records for OMP-related activities.
Conduct research on clients and industry trends to support OMP initiatives.
Manage office newsletters, distribute marketing releases, and oversee subscriptions.
Serve as the primary point of contact for visitors, coordinating logistics as needed.
Maintain LinkedIn and other professional profiles for the OMP as required.
Assist with event planning and coordination for OMP-hosted meetings and firm functions.
Event Coordination & Office Support
Serve as the on-site liaison for third-party vendors such as caterers and event staff.
Assist with event logistics, including setup, vendor coordination, and on-site execution.
Support the Local Events Team by scheduling vendor calls, managing COI (Certificates of Insurance) processes, and assisting with menu planning.
Coordinate internal and external meeting spaces, ensuring proper setup and logistics.
Manage office supplies, catering orders, and general administrative tasks to support events.
Provide on-site support for office events and facilitate communications with floor hosts.
Track event expenses, process invoices, and maintain accurate event records.
Qualifications
3+ years of administrative or executive assistant experience, preferably in a corporate or professional services environment.
Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting tools (Teams, WebEx, Zoom).
Excellent organizational skills with the ability to multitask and prioritize effectively.
Strong written and verbal communication skills.
Ability to work independently and manage confidential information with discretion.
Prior experience with event coordination, travel management, or office services is a plus.
If you are a highly motivated and detail-oriented professional looking for a dynamic administrative role, we encourage you to apply!
