Office Support Assistant

Job Description:

The Office Support Assistant is responsible for providing local onsite support to perform a variety of office related duties, with primary responsibility for office operations. The role will provide overflow administrative support to Office Administrator, Office Services, Accounting, Records, Marketing, Facilities, Reception and others on a case-by-case basis. Maintains professional contact with clients, attorneys and professional staff and observes confidentiality of client and firm matters. Effectively, efficiently and thoroughly manages work and information requests.

A career at Nixon Peabody is the opportunity to do work that matters. It’s the chance to use your knowledge to shape what’s ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We’ve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you’re someone who’s looking toward the future, we’d love to hear from you.

Location: Rochester, NY

Administrative support for office operations may include:

• Process office related expense reimbursements/reconcile firm purchasing cards, vendor invoices and other accounting responsibilities.
• Maintain office operations documentation.
• Assist with the onboarding of new hires.
• Assist with Marketing and Business Development projects.
• Assist with data analytics spreadsheets and presentations.
• Act as an information resource for attorneys and professional staff.
• Assist with the coordination of office moves.
• Assist with the coordination of special events.
• Attend and contribute to firmwide committee meetings.
• Onsite logistics for visitors to the office.
• Meet and greet guests and provide onsite support as needed.
• Retrieve information from conference room reservation application and order food/beverages as necessary to accommodate meeting attendees.
• Provide hospitality support as needed.
• Maintain orderly and presentable lobby, Reception area, conference rooms and office space.
• Monitor lobby and conference room A/V and IT equipment and notify IT of any potential issues.
• Distribute security badges and parking validations and maintain inventory logs as needed.
• Follow firm policies with regard to visitor access to offices and conference rooms.
• Maintain appropriate inventory of kitchen and catering supplies and cleanliness of coffee stations and cafes.
• Maintain hospitality equipment (beverage dispensers, refrigerator, dishwasher, etc).
• Provide backup support to Office Services including copy, scan, print, mail, supplies, etc.
• Provide onsite support to practice and global resource assistants as requested.
• Process office related expense reimbursements/reconcile firm purchasing cards, vendor invoices and other accounting responsibilities.
• Coordinate with the marketing and business development teams on event logistics and special projects.
• Performs other duties as assigned.
  
  
  

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

• 1-3 years of related experience preferred.
• Associate’s degree preferred. Work experience in lieu of a degree will be considered.
• Excellent interpersonal, communication, and customer service skills.
• Positive and professional demeanor; able to interact effectively with personnel at all levels, including attorneys, staff, and clients.
• Ability to maintain confidentiality.
• Demonstrated organizational skills with attention to detail and ability to organize workload, prioritize tasks and complete them under time constraints.
• Ability to work independently and as part of a team.
• Proficient in Microsoft Office Suite and other office technology.
  
  
  

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Veteran. Nixon Peabody is committed to creating a fair workplace and does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, or any other characteristic protected by applicable law.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows:

• Rochester, NY: $47,500 to $65,450
  
  
  

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range(s) are Nixon Peabody’s good faith estimate of the annual salary(ies) it reasonably expects to pay for the position at the time of this posting.