Administrative Coordinator

Wiggin and Dana LLP; New York (NY); On-site; USD 85,000 - 95,000; Full time

Job summary

Wiggin and Dana LLP seeks an Administrative Coordinator to manage the NY office’s daily operations and to act as the key liaison with firm executive offices. You will coordinate facilities, staff workflows, and events, ensuring client-ready environments and smooth inter-office collaboration.

The successful candidate will be highly organized, collaborative, and experienced in a multi-office law firm setting, balancing local needs with firm-wide policies and procedures.

Qualifications

• Bachelor’s degree or equivalent experience required.
• 3–5 years of office management experience, preferably in a law firm or professional services.
• Strong communication and organizational abilities, with discretion and confidentiality.

Responsibilities

• Oversee daily facilities and staff workflow in the New York office.
• Serve as the primary Business Operations liaison for the New York office.
• Coordinate facilities, vendors and services as directed by the Director of Facilities.
• Act as on-site contact for attorneys, staff, clients and visitors.
• Support events, training and staff engagement programs.
• Provide regular status reports on projects and office needs.

Skills

Communication skills

Organization

HR knowledge

Microsoft Office

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

The Administrative Coordinator will oversee the day-to-day administrative operations of the firm’s New York office. This role is responsible for ensuring seamless communication between the New York office and the firm’s executive business offices, including acting as the point of contact for NY personnel on topics related to facilities, staff development and training, and events, in the NY office.

The ideal candidate is highly organized, collaborative, and experienced in working within a multi-office law firm structure, with the ability to balance local office needs with firmwide policies and procedures.

Job Duties

The following are essential job duties and responsibilities of the Administrative Coordinator. This list is not exhaustive, and other duties may be assigned as necessary.

Administrative

• Manage daily facilities and staff workflow operations of the New York office, ensuring a professional, efficient, and client-ready environment
• Serve as the primary Business Operations liaison for the New York office
• Coordinate facilities, vendors, and office services as directed by the Director of Facilities
• Serve as the on-site point of contact for attorneys, staff, clients, and visitors
• Ensure smooth and efficient support of legal services
• Assist with office moves, seating assignments, and visitor logistics
• Support employee engagement activities, wellness initiatives, and office events
• Serve as a resource for employees seeking guidance on administrative processes
• Provide regular status reports on outstanding projects, issues, and office needs
• Coordinate internal events and meetings within budgeted parameters
• Work with the Professional Development and Training teams to coordinate in-office activities for staff, including training and development, when needed
• Help to coordinate support for lawyers during administrative absences
• Provide back-up support to the receptionist and office services personnel as needed and report on their performance to the Director of Facilities
• Assist with ad hoc projects as needed.

Requirements

Education: Bachelor’s degree or equivalent experience.

Experience: 3 to 5 years of office management experience, preferably in a law firm or professional services environment, is required.

Knowledge/Skills and Abilities:

• Strong communication skills and ability to work well with all levels of Firm personnel, clients and vendors. Ability to work independently and as part of a team.
• A strong foundation in human resources and functional knowledge of employment laws.
• Excellent organizational and follow-up skills, including ability to prioritize, multi-task and manage time effectively.
• Self-starter with a high level of initiative.
• Strong interpersonal skills and the ability to work independently and as part of a team.
• Strong problem solving and root cause identification skills and ability to make and execute recommendations to solve problems or issues.
• Ability to maintain confidentiality and exercise discretion.
• Capacity to work well under pressure while maintaining professionalism.
• Excellent written and verbal communication skills.
• Excellent knowledge of grammar, spelling and punctuation.
• Advanced proficiency with Microsoft Office Suite; WORD, Excel, PowerPoint.
• Ability to sit or stand for extended periods of time.
• Ability to keyboard for extended periods of time.
• Ability to deal with stress due to workload pressures.
• Ability to travel between offices.

The target base pay range for this role in New York is $85,000-$95,000 and is dependent on experience and other relevant factors, including geography.