Office Administrator

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

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401k with company match

Job summary

Michael Page seeks an experienced Palo Alto Office Administrator to oversee daily operations and coordinate administrative functions for a leading global firm. The role involves travel between Palo Alto and San Francisco and requires interaction with office lawyers for seamless practice support.

Candidate should have 6+ years in office administration, facilities management experience, and solid budgeting skills.

Qualifications

• 6+ years of experience in office administration, ideally in Big Law or professional services.
• Facilities management experience including design, construction, contracts, and PM.
• Knowledge of basic accounting principles including budget management.
• Strong organizational and multitasking abilities with excellent communication.

Responsibilities

• Manage daily office operations and ensure efficient workflows.
• Interact with office lawyers to support the practice and share feedback.
• Facilitate lateral integration and collaboration of firm resources.
• Oversee facilities and vendor relations as needed.
• Collaborate on the office marketing budget and client-facing initiatives.
• Coordinate office events to maximize engagement and culture.
• Ensure policy compliance and confidentiality in all activities.
• Assist with scheduling, meeting prep, and internal communications.
• Support onboarding and training for new employees.
• Monitor office budgets and expenses.

Skills

Big Law

Budget management

Facilities management

Communication

Project coordination

Tools

Microsoft Office Suite

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.