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The Operations Coordinator is responsible for providing high-level in-office support for Boston office operations and to the Director of Administration, ensuring the smooth operation of office and administrative functions, including conference center, external and internal meetings, and facilities support.
Responsibilities
Provide administrative support for office- and operations-related initiatives to the Director of Administration and other staff teams
Coordinate and handle projects to ensure timely delivery of service commitments
Maintain office- and facilities-related budget and expense reports, monitor and track spending and office P&L reporting, and assist in annual budget process
Assist with reviewing, processing, and tracking invoices using Chrome River
Coordinate physical security efforts, including EAP Plans, Life Safety Fire Warden lists, and updated floor plans
Assist in the maintenance and monitoring of office systems, department operations, and ordering office amenities and supplies
Assist with personnel arrivals and departures, providing support and coordination of office moves and furniture deliveries
Maintain clear and accurate operational reports and office space assignments for visitors
Assist with office-wide communications and correspondence, including office announcements and notices for visitors, arrivals, departures, and related functions
Provide phone and mailbox coverage to ensure quality and timely responses; serve as point of contact to various personnel and vendors via phone and email, in accordance with management directives
Monitor information and ensure compliance with Firm processes and procedures and escalate to appropriate parties as necessary
Support the global Facilities and Operations departments as needed
Perform other duties and assist with various projects as needed
Education
High School diploma or GED equivalent required
Preferred
Associate or Bachelor’s degree preferred
Skills and Experience
Minimum 2-4 years of administrative experience in financial services, legal, hospitality, or a similarly fast-paced environment
Excellent interpersonal skills with the ability to interact professionally with a diverse population of colleagues, attorneys, clients, and vendors
Ability to deliver exceptional customer service at all times, exercise courtesy and diplomacy with Firm personnel and external visitors and vendors
Ability to effectively, professionally, accurately, and promptly present information verbally and in writing
Highly dependable and demonstrated consistent, effective administrative performance for the accomplishment of responsibilities and defined objectives
Ability to organize, prioritize, plan, and juggle work tasks to meet internal and external deadlines
Ability to assess situations and determine appropriate actions, monitor status of multiple pending items, provide follow up and keep management informed by effectively communicating a wide variety of information and evolving situations
Uphold and enforce established Firm policies and procedures; assist in developing or revising procedures and practices as directed
Ability to work independently and in a collaborative team environment
Proofreading and editing skills with strong attention to detail
Basic math skills: addition, subtraction, multiplication, division
Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint)
Preferred
2-4 years’ experience in a corporate/professional environment or equivalent preferred
Experience with project coordination preferred
Proficiency in SharePoint and Adobe Pro preferred
Salary Information
MA Only: The estimated base salary range for this position is $60,000 to $75,000 at the time of posting.
The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.
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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, protected veteran’s status or any other legally protected status. “Gender” includes actual or perceived sex, a person’s gender identity, self-image, appearance, behavior or expression, whether or not that gender identity, self-image, appearance, behavior or expression is different from that traditionally associated with the legal sex assigned to that person at birth. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.
#LI-Onsite- $60,000 - $75,000
