Senior Administrative Office Assistant

Company Overview

CMBG3 Law is a majority women-owned nationwide law firm comprised of a diverse team of pro-active trial attorneys, litigators, lobbyists, consultants, paralegals, and staff. CMBG3 Law takes a proactive approach to solving legal problems through best-in-class business counsel, regulatory compliance, risk prevention, government affairs advocacy, litigation, and national litigation management. We deliver custom-tailored legal strategies for complex matters requiring sophisticated scientific, regulatory, and technological expertise in state and federal courts in over 20 U.S. States from its east coast and west coast offices. CMBG3’s Cares division is committed to serving the communities in which it practices through pro bono work, charitable initiatives, and donations. CMBG3’s Diversity, Equity and Inclusion division sponsors programs to promote a diverse and inclusive culture.

Position Title: Senior Administrative Office Assistant 

Reports To: Legal Assistant Manager

The Senior Administrative Office Assistant is a senior operations and executive support professional who plays a central role in the day-to-day functioning of the firm. This position partners closely with attorneys and firm leadership to ensure smooth office operations, high-quality administrative support, and professional client and visitor experiences.

This role has primary responsibility for front office oversight, office operations, executive administrative coordination, and vendor and travel management. The position is primarily in-office, with an expectation of four days per week onsite and one remote day per week.

Responsibilities:

Administrative & Executive Support

• Serve as a key operational partner to firm leadership and attorneys, ensuring the efficient execution of administrative processes and office workflows.
• Provide high-level executive administrative support, including complex calendar management, meeting coordination, deadline tracking, and preparation for internal and external engagements.
• Anticipate administrative and operational needs, proactively resolving issues and recommending process improvements.
• Coordinate and manage attorney and staff travel, including flights, lodging, ground transportation, itineraries, and real-time changes.
• Assist with planning and execution of firm events, client meetings, internal functions, trainings, and attorney-hosted gatherings, including logistics, vendor coordination, and on-site support.
• Act as a central point of coordination among attorneys, clients, vendors, building management, and external service providers.
• Process and review vendor and third-party invoices; coordinate approvals and work closely with finance as needed.
• Track and manage attorney Continuing Legal Education (CLE) requirements and bar memberships, including monitoring deadlines, coordinating submissions, and maintaining accurate compliance records.

Reception & Client Experience

• Oversee front desk and reception operations, ensuring a polished, professional, and welcoming environment for clients, visitors, and vendors.
• Manage incoming calls and inquiries with discretion and professionalism, ensuring matters are directed appropriately.
• Coordinate client meetings, conferences, and in-office events, including room scheduling, setup, catering, and technology needs.
• Serve as a steward of the firm’s brand and client experience in all front-of-house interactions.

Office Operations & Administration

• Oversee daily office operations, including facilities coordination, mail handling, supply management, vendor relationships, and general office upkeep.
• Maintain office organization, presentation, and cleanliness standards across common areas, conference rooms, and kitchens.
• Manage firm administrative systems, contact databases, calendars, and records; prepare operational reports as requested.
• Register attorneys for conferences, speaking engagements, professional events, and CLE programs.
• Develop, document, and refine office and administrative procedures to improve efficiency, consistency, and service delivery.
• Serve as a resource and informal mentor to administrative staff, supporting consistency in processes and service standards.
• Support special initiatives and perform additional administrative responsibilities as assigned by firm leadership.

• Minimum of five (5) years of experience in a senior administrative, executive assistant, office administrator, or legal administrative role, preferably within a law firm or professional services environment.
• Strong understanding of law firm operations, professional services workflows, and executive support best practices.
• Demonstrated experience supporting senior attorneys or leadership with a high level of independence, judgment, and discretion.
• Proven experience managing office operations, vendors, travel, and event logistics.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Acrobat.
• Exceptional organizational, planning, and problem-solving skills with strong attention to detail.
• Professional, confident communication style with the ability to interact effectively at all levels.
• Ability to prioritize and manage competing demands in a fast-paced, deadline-driven environment.
• Self-directed, proactive, and committed to continuous professional growth.

Work Arrangement:

This position is hybrid, with an expectation of working on-site four (4) days per week and one (1) remote workday per week, subject to business needs and firm policies.

The firm’s expected salary range for this position is $75,000 - $90,000. Actual salary will be determined based on education, experience, internal equity and other job-related factors, consistent with applicable law. The firm offers benefits including comprehensive health, vision, and dental insurance, life and disability insurance, 401(k) retirement savings, and paid time off and holidays.

This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time. Work occasionally requires more than 40 hours per week to perform the essential duties of the position.

CMBG3 Law P.C. is committed to fostering a diverse, equitable, and inclusive workplace consistent with the principles of the American Bar Association and the Mansfield Rule. We encourage applications from candidates of all backgrounds, including those historically underrepresented in the legal profession. Employment decisions are based on merit, qualifications, and business needs, without regard to race, color, religion, sex, gender identity or expression, sexual orientation, age, disability, veteran status, or any other protected status.

Qualified applicants must be able to complete essential duties and responsibilities with or without reasonable accommodation(s).