Wilson Sonsini is the premier legal advisor to technology, life sciences, and other growth enterprises worldwide. We represent companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, as well as the venture firms, private equity firms, and investment banks that finance and advise them. The firm has approximately 1,200 attorneys in 19 offices: 14 in the U.S., three in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow our staff exceptional opportunities for professional achievement and career growth.
The firm’s New York office has an immediate opening for an Office Coordinator, reporting directly to the New York Office Administrator. This is an excellent opportunity for someone looking to find their home at a well-established firm with a warm, supportive office culture. This will be mainly an on-site role with some flexibility for remote work.
As the Office Coordinator, you will be highly visible and a resource for attorneys and staff at all levels in an office of around 180 people. You will collaborate with various teams across the firm (facilities, IT, attorney recruiting, security, finance, marketing, etc.) and be involved in the office’s day to day operational areas. This is the perfect role for someone who is proactive, a natural problem solver, thrives in a fast-paced environment, enjoys building genuine relationships at work, and takes pride in keeping things organized and making sure every detail is correct.
Responsibilities include but are not limited to:
- Proactively schedule maintenance and address facilities issues, working directly with building management and outside vendors
- Field employee questions by directing to the appropriate department or policy
- Plan, coordinate and attend internal employee events (onsite and offsite), and track expenses
- Lead the NY office Community Service Committee and organize activities
- Oversee the office’s snack program, including placing weekly orders
- Take an active role in contributing to and improving employee engagement and office culture
- Identify and propose solutions for areas where processes, systems of organization, and documentation can be improved
- Complete checklist of tasks associated with onboarding and offboarding employees
- Process invoices and reconcile monthly Visa bill
- Maintain internal records and update databases with various changes
- Assist with catering orders for onsite meetings
- Lead the effort to organize and send boxes to off-site storage
- Create fliers and send various communications and calendar invites to the office
- Provide occasional back up coverage at the reception desk
- Additional projects as needed
Requirements:
- 3+ years of experience working in an office setting
- Bachelor’s degree required
- Teamwork-orientated and positive attitude
- Flexible and able to adapt quickly to changing priorities
- Superior verbal and written communication skills
- Highly responsive to emails and requests
- Strong interpersonal skills; able to work with personalities of all types and interact appropriately with employees at all levels of the organization
- Desire to build community and relationships within the office
- Ability to multi-task and manage time efficiently
- Excellent judgement and ability to take action appropriately in the Office Administrator’s absence
- Impeccable attention to detail
- Naturally organized and proactive
- Discretion in regard to firm and administrative information
- Willingness to occasionally attend events after work hours
- Proficient in Microsoft Outlook, Word, Excel, and PowerPoint, and document management systems
- Some event planning/coordination experience preferred
- Some facilities maintenance experience preferred
The primary location for this job posting is in New York. The actual base pay offered will depend upon a variety of factors, including but not limited to the selected candidate’s qualifications, years of relevant experience, level of education, professional certifications and licenses, and work location. The anticipated pay range for this position is as follows: $32.28 – $43.68 per hour.
The compensation for this position may include overtime and a discretionary year-end merit bonus based on performance. We offer a highly competitive salary and benefits package.
Benefits information can be found here. Equal Opportunity Employer (EOE).
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