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About
Job Description:
The Office Coordinator is a dual role managing the lifecycle of contracts, ensuring compliance, and supporting the legal and operational aspects of contract management, including drafting, reviewing, and filing. The position provides high-level administrative and office support in a dynamic, fast paced environment and requires a proactive, detail-oriented individual.
Executive Support:
- managing the lifecycle of contracts, ensuring compliance, and supporting the legal and operational aspects of contract management, including drafting, reviewing, and filing.
- Maintain executive schedules, coordinate meetings
- Handle sensitive and confidential information with discretion
- Act as a key point of contact for internal and external communications
- Prepare reports, presentations, and correspondence for executive use
- Provide professional administrative assistance to executives, managers, and staff
Office Administration:
- Handle incoming calls and communications, determine priority, and direct them appropriately
- Manage vendor relationships and ensure compliance with contractual obligations
- Coordinate mail and deliveries, oversee conference room organization, and ensure break areas are tidy
- Maintain and order all supplies for the office; establish a system for tracking, ordering, and stocking supplies
- Maintain and order all kitchen/pantry supplies and needs, such as drinks, glassware, etc. and stock refrigerators as required
- Manage security access, order key cards, and coordinate office logistics
- Liaise with building management for maintenance, repair or housekeeping requests
- Assist with new hire onboarding, office space allocations and seating arrangements as necessary
- Support visiting executives and external guests with workspace and office needs
- Plan or coordinate team and company events, including team lunches/celebrations, volunteering activities and holiday parties
General Administrative Support:
- Provide reception coverage, ensuring a professional first impression for visitors
- Assist with document management, filing, and database maintenance
- Organize and maintain business records, ensuring timely retrieval when needed
- Support internal communication efforts, coordinating materials for executive messaging
- Assist with special projects and provide backup support to administrative teams as needed
Qualifications:
- High school diploma or GED required; college degree preferred
- Minimum of 5 years executive administrative support experience, ideally in a legal, financial services or private equity setting
- Thorough knowledge of administrative practices and procedures; strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
- Successful track record of working and thriving in a dynamic, fast-paced and changing environment that is results oriented and collaborative
- Proven ability to effectively support and communicate with top executives, internally and externally
- Positive, proactive attitude and willingness to adapt to evolving organizational needs by assuming additional or ad hoc responsibilities as required
- High degree of professionalism and discretion in handling confidential information
- Experience managing outside relationships including copier/printer vendors, delivery services and building personnel
- Experience with Concur and Altour preferred
Work type: Hybrid (3 Days, 2 Day rotating Onsite and Remote Work)
Languages
- English
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