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

401(k) match

Job summary

MPI, a leading global business law firm, seeks a Palo Alto Office Administrator to oversee daily operations and support administrative functions, with travel between Palo Alto and San Francisco.

The ideal candidate has 6+ years in office administration, facilities and budget management experience, superb organizational skills, and excellent communication. You will partner with lawyers, manage vendor relations, assist onboarding, events, and internal communications.

Qualifications

• 6+ years of office administration experience, preferably in Big Law or professional services.
• Experience with facilities management, design/construct, contract negotiations, and project management is a plus.
• Knowledge of basic accounting principles including budget management.
• Strong organizational and multitasking abilities.
• Ability to manage budgets and handle financial tasks.
• Excellent communication and interpersonal skills.
• Proficiency with Microsoft Office Suite and administrative tools.
• Discretion handling confidential information.

Responsibilities

• Oversee daily office operations and resources.
• Coordinate with office lawyers to ensure strong practice support.
• Facilitate lateral integration and cross‑firm collaboration.
• Oversee facilities and liaise with vendors as needed.
• Support office marketing budgets and client-facing initiatives.
• Plan events and initiatives to maximize office engagement.
• Ensure compliance with firm policies and procedures.
• Assist with scheduling, meetings, and internal communications.
• Support onboarding and training for new employees.
• Monitor office budgets and expenses.
• Handle confidential information with discretion.

Skills

Organizational skills

Multitasking

Communication skills

Interpersonal skills

Problem-solving

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.