Manager of Office Administration

Job Summary

The Manager of Office Administration is responsible for handling day-to-day operations as well as the planning, coordination, and execution of high-profile meetings, client-facing events, and internal firm activities, ensuring consistent, polished, and professional experience aligned with firm standards and business objectives. The position works closely with attorneys and internal stakeholders and exercises independent judgment in managing resources, budgets, vendors, and staff.

Essential Duties and Responsibilities

• Support senior management with day-to-day operations, including serving as tenant liaison and primary administrative point of contact for hotels, travel partners, and external service providers.
• Manage administration and conference services budgets, including expense tracking, forecasting, and reforecasting, to ensure fiscal responsibility and compliance with firm guidelines.
• Review, reconcile, and approve vendor invoices; verify internal meeting expenses; and maintain accurate and detailed financial records.
• Provide day-to-day management to assigned team members.
• Lead the end-to-end planning, coordination, and execution of VIP receptions, client-facing events, and high-volume internal meetings, ensuring exceptional service, professionalism, and consistency.
• Provide strategic guidance on logistics, timelines, scheduling considerations, and service delivery to ensure alignment with firm standards and business goals.
• Advise internal teams on planning timelines, budget considerations, and best practices for meetings and events.
• Develop, implement, and maintain Standard Operating Procedures (SOPs) across administrative functions to promote consistency, efficiency, and best practices.
• Oversee all food and beverage services for meetings, conferences, special events, and visiting attorneys, including ordering, service standards, quality control, and budget oversight.
• Serve as the primary liaison with catering partners, hotels, travel vendors, and other service providers to ensure timely, accurate, and high-quality service delivery.
• Monitor vendor performance, address service issues, and negotiate solutions that balance quality, efficiency, and cost control.
• Lead, coach, recruit, and develop team, fostering accountability, collaboration, and service excellence.
• Assess staffing needs and participate in hiring, onboarding, and training, activities.
• Participate in partner onboarding, including conducting onboarding calls and providing guidance and support throughout the process.

Knowledge, Skills and Abilities

• Significant experience managing high-profile meetings, events, and client-facing services, preferably in a law firm or professional services environment.
• Demonstrated leadership and people-management experience, including coaching and team development.
• Strong financial acumen with experience managing budgets, vendors, and complex operational logistics.
• Excellent written and verbal communication skills, with the ability to interact effectively with attorneys, clients, and staff at all levels.
• Strong organizational skills with the ability to manage multiple priorities, exercise sound judgment, and maintain attention to detail.
• Demonstrated knowledge of MS Office Suite.

Education

This position requires a bachelor’s degree in a related discipline, or equivalent experience.

Experience

The position requires a minimum of five (5) years of hospitality or related experience with increasing levels of responsibility in a law firm or similar professional services organization. At least one (1) year of experience managing and training direct reports is preferred.