Office Manager

Career Legal are proud to be the sole recruitment partner acting on behalf of a prestigious International Law Firm in their search for exceptional talent. This is an exciting opportunity to join a highly regarded global firm offering long-term career development and exposure to high-profile work.

Key Highlights:

• Permenant Position
• Hybrid working
• Comprehensive Benefits Package and generous PTO
• Salary negotiable based on experience and industry knowledge $90,000 - $150,000
• Exciting opportunity to join a brand new office
• Anticipated starting date: 1st July 2026

Who we are

We are an international law firm with a focus on private capital at the intersection of personal, family and business. Our ability to understand people makes us who we are. We work together to build deep and trusted relationships that deliver meaningful value to our clients. We do this with empathy, attention, and clarity. No jargon, no attitude. We know what matters.

Responsible people make a responsible business

We recognise that our long-term success as a responsible business depends on the health and resilience of our people, our clients, our communities, and our natural environment. We are working hard to ensure that we make a positive contribution for all our stakeholders. As part of this, we are committed to developing an increasingly diverse, inclusive, and supportive workplace environment where everyone can bring their whole selves to work, feel valued, feel that they belong and can fulfil their potential.

What we value

Our values represent who we are as a Firm. They are designed to guide the way we think, behave, speak, collaborate, and do business. Please see our four core values below.

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OFFICE MANAGER, NEW HAVEN, CT

The office manager is responsible for the efficient functioning of our New Haven office through a wide range of administrative, financial and managerial tasks.

We have a fantastic opportunity for an Office Manager to join our Firm as we establish our presence in the USA. The office manager will play a pivotal role not only in managing the administrative, operational, and business support processes but also in facilitating the transition to our permanent premises for our New Haven office. There will also be travel required to New York (once every two weeks) to support the functioning of the New York office.

The role duties will cross HR, finance, IT, administration and immigration; being supported by regional and Head Office colleagues specialising in these areas. The role of an office manager is broad and therefore a proactive approach to problem solving and ‘rolling your sleeves up’ to get things done is a prerequisite.

Roles and Responsibilities

• Setting up and maintaining office records and filing systems;
• Coordinating staff/office moves and the setting up of new joiners, and others, with relevant equipment, seating etc. and coordinating with the relevant HR Advisor and Facilities Management as appropriate;
• Ensuring the general upkeep of the office and its equipment, including printing, telephone, and video conferencing equipment;
• Maintaining the stationery and kitchen supplies, including liaising with suppliers where necessary;
• Managing supplier/ vendor relationships and corporate contracts;
• Working with our operational IT function, to ensure the IT set up is functioning and co-ordinating the set up for new joiners;
• Working with our Finance function, dealing with the financial administration for the office, namely client take on, issuing bills and management of invoices and expenses claims, petty cash management, office credit card reconciliations, payment to all vendors and suppliers, office budget tracking and management;
• Working with our Compliance function, ensuring Customer Due Diligence (CDD), Anti-Money Laundering (AML) and other policies are followed and following up with the relevant function lead regarding any concerns;
• Working with our Library team, ensuring that staff have access to the necessary online and hard copy reference material;
• Liaising with HR for the visa process for new joiners (and where applicable, their families);
• Looking after staff visiting from our other offices; including transport, accommodation, meeting rooms and catering etc.;
• Working with our Health & Safety Function to establish systems and processes which ensure compliance with health and safety legislation in the offices. Responsibility for the ongoing management of health and safety issues in New York and New Haven;
• Supporting local business development and marketing activities, including organising mailings and arranging, attending and coordinating events and seminars, managing and updating marketing materials and databases;
• Arranging new business cards and photographs for members of staff;
• Liaising with the relevant internal departments to ensure the information on the website, other marketing materials and intranet is up to date.

Skills and Experience

• Significant experience gained within an Office Manager / Operational role;
• Experience of working for an international organisation, having dealt with a visa / immigration tasks;
• Experience of working with key support functions such as Compliance, Finance, HR. Marketing and IT;
• Experience of managing and maintaining budgets;
• Proven experience of managing third party suppliers / contractors;
• Comprehensive working knowledge of MS Office packages.

Person Specification

• Excellent written and verbal communication skills, with the ability to present complex information in a clear and concise manner;
• Proven ability to build and maintain effective working relationships with a wide range of stakeholders;
• Skilled in influencing and challenging constructively to support business outcomes;
• Demonstrates flexibility and adaptability in a fast-paced and changing environment;
• Able to work effectively under pressure whilst maintaining attention to detail;
• Demonstrates reliability and discretion, with the ability to handle confidential and sensitive information appropriately.