Office Administrator

The Office Administrator will join our New York office to manage day-to-day operations and help create a welcoming, connected, and high-functioning environment. This is a hands‑on role that blends legal administrative support with broader office management responsibilities and requires a proactive, solutions-oriented approach. Why Join Us Choate is one of the leading law firms in the United States, headquartered in Boston, known for delivering exceptional client service through a collaborative and high-performing culture. As our New York office presence continues to grow, this role offers a unique opportunity to have a meaningful impact. As Office Administrator, you will play a central role in shaping both the day-to-day operations and the overall workplace experience. This is a highly visible position for someone who enjoys being at the heart of a dynamic office, solving problems, building relationships, and helping create an environment where people feel connected, supported, and able to do their best work. Job Functions Office Operations Serve as a primary on-site contact for day-to-day office operations, ensuring smooth functional operation of the office. Oversee and maintain office operations by coordinating with building management and external vendors, monitoring and replenishing office supplies, and ensuring all workplace resources and services are organized, efficient, and aligned with day-to-day operational needs. Prepare offices and workspaces for new employees and visiting attorneys by coordinating necessary equipment, supplies, and system access. Schedule and coordinate internal meetings, including reserving conference rooms, arranging catering, and preparing necessary materials. Troubleshoot basic technology issues; coordinate with IT or external vendors to escalate and resolve more complex technical problems. Partner closely with the Boston office to support legal, administrative, and operational needs across locations. Legal & Administrative Support Provide high-level administrative support to attorneys and team members. Maintain and proactively monitor calendars and contact lists, communicating updates, changes, and reminders to ensure effective scheduling and coordination. Provide highly technical document production including but not limited to typing, drafting and editing documents, dictation, redlining documents, conversion of documents from PDF to Word, working on basic to highly complex Excel spreadsheets, creating or editing complex PowerPoint presentations. Assist in planning client development and other networking events. Monitor legal industry events in the New York City market to flag for members of Choate's different practice groups. Support billing, time entry, and other administrative processes. Demonstrate strong knowledge of legal terminology, document standards, and procedures; prepare and format correspondence and legal documents, maintain files, and support attorneys with presentations and other client materials. Utilize strong communication skills, both written and verbal, to ensure instructions are clearly understood and that requested work is completed. Provide high-touch service to both internal and external clients. Essential Competencies Proactive and collaborative team player who partners effectively across the Firm. Positive, service-oriented mindset with a focus on creating a great workplace. Uses innovative thinking and exercises sound judgment to achieve results. Resourceful, adaptable, and solutions-driven. Qualifications Bachelor's Degree required. Minimum of 5 years of legal assistant experience supporting corporate attorneys. Office administration experience preferred. Proficient in MS Word, Excel, Outlook, and PowerPoint. Comfortable use of AI tools including Copilot. Demonstrated ability to balance client service while delivering high results and productivity. Effective oral and written communication skills with strong knowledge of grammar, spelling, punctuation, and legal terminology. Demonstrated flexibility and the ability to handle complex, multiple tasks for several individuals with different work styles. Openness to change pace quickly while maintaining organization and attention to detail. Flexible, dependable, and team-oriented with a willingness to take on additional responsibilities. Work Authorization Applicants must be legally authorized to work in the United States without the need for sponsorship by the Firm (either now or in the future). Compensation and Total Rewards Package Choate offers a comprehensive Total Rewards package to our business professional team members. The Firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the salary range for this specific position at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual rate offered for this position will be determined based on job-related, non-discriminatory factors, including but not limited to qualifications and experience, education, external market data and consideration of internal equity. $90,000 - $125,000 #J-18808-Ljbffr