Office Administrator

Michael Page; Palo Alto (CA); On-site; USD 180,000 - 240,000; Full time

Job summary

Michael Page is seeking an experienced Palo Alto Office Administrator to oversee daily operations and support administrative functions across a top global firm with travel to San Francisco.

The role involves coordinating with lawyers, managing budgets, and liaising with vendors while shaping a positive office culture and ensuring policy compliance.

Qualifications

• 6+ years in office administration, preferably in Big Law or professional services.
• Facilities management experience including design and project management is a plus.
• Knowledge of basic accounting and budget management required.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency with Microsoft Office and administrative tools.
• Ability to handle confidential information discreetly.
• Proactive problem-solving approach.

Responsibilities

• Manage daily office operations and resources for smooth workflows.
• Interact with office lawyers to support practice needs and share feedback.
• Support lateral integration and collaboration of firm resources.
• Oversee facilities and liaise with vendors.
• Collaborate on office marketing budgets and client-facing opportunities.
• Coordinate office events and initiatives to build a positive culture.
• Ensure policy compliance and internal communications.
• Assist with scheduling, meetings, and onboarding for new employees.
• Monitor office budgets and expenses.
• Handle confidential information with discretion.
• Manage contracts for strategic utilization of sports tickets to maximize ROI.

Skills

Office administration

Budget management

Microsoft Office

Communication skills

Multitasking

Confidential information handling

Job description

The Palo Alto Office Administrator will oversee daily office operations and support administrative functions to ensure smooth workflows in a top ranked global firm. This role involves travel between Palo Alto and San Francisco.

This role is with a leading global business law firm that delivers legal solutions across more than 40 countries. Founded in 2005 through a major merger, the firm handles complex cross-border transactions, corporate matters, and high-stakes litigation.

Description

• Manage daily office operations, ensuring efficient use of resources and smooth workflows.
• Regularly interacts and engages with office lawyers to ensure strong practice support and proactively identify and address needs, sharing feedback across departments for continuous improvement.
• Manages, facilitates, and supports lateral integration ensuring effective collaboration of firm resources for successful practice integration into the firm.
• Oversee office facilities and liaise with vendors as needed.
• Collaborates with OMP and marketing and business development on office marketing budget and client-facing and business development opportunities, which may include managing contracts for strategic utilization of sports tickets to maximize ROI.
• Partners with various departments on office events and initiatives to maximize engagement and build/maintain a positive office culture.
• Ensure compliance with company policies and procedures.
• Assist with scheduling, meeting preparation, and internal communications.
• Support onboarding and training for new employees.
• Monitor and manage office budgets and expenses.
• Handle confidential information with discretion and professionalism.

Profile

A successful Palo Alto Office Administrator should have:

• 6+ years of experience in office administration, particularly in a Big Law or professional services environment.
• Experience with facilities management to include design, construction, contract negotiations and project management a plus.
• Knowledge of basic accounting principles to include budget management required.
• Strong organizational and multitasking skills.
• Ability to manage budgets and handle financial tasks.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and other administrative tools.
• Demonstrated ability to handle confidential information with discretion.
• Problem-solving skills and a proactive approach to tasks.

Job Offer

• Competitive salary ranging from $180,000 to $240,000 annually based on experience.
• Comprehensive benefits package including health, dental, vision, and 401k with a company match.
• Collaborative working environment.

MPI does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law. MPI encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.