Office Manager

The Operations/Personal Assistant is responsible for a variety of administrative and office operations duties, requiring sound judgment, excellent organizational skills, and the ability to manage multiple priorities independently. Strong legal and administrative skills are essential, along with the ability to perform effectively under strict deadlines This role involves coordinating and executing day-to-day office tasks related to conference services, facilities, office services, and other operational areas through communication and collaboration with functional manag The ideal candidate is a proactive and self-motivated professional with strong problem-solving abilities and excellent communication skills. The candidate must demonstrate initiative, adapt to changing priorities, and maintain a high level of confidentiality and professionalism. Primary Duties and Responsibilities Administrative Support Perform general administrative tasks, including reception, travel arrangements, meeting coordination, expense reporting, and time entry. Manage telephone calls, take messages, and provide accurate information when appropriate. Organize and maintain legal and administrative files, both physical and electronic, ensuring timely filing and off-site storage as necessary. Draft, edit, and proofread documents for accuracy and content, adhering to deadlines and instructions. Utilize technology tools, including Microsoft Word, Excel, PowerPoint, and Outlook, effectively. Participate in training sessions to stay current with technological advancements and software updates. Provide backup coverage for other administrative staff as needed. Facilities Management Coordinate interoffice moves for personnel and property, including physically moving items and preparing workspaces. Manage supply inventory, ordering, distribution, and invoicing, ensuring timely availability of necessary materials. Collaborate with the Facilities Team to schedule routine maintenance and repairs, ensuring a clean and operational work environment. Track, assign, and deactivate security cards, maintaining database accuracy through periodic reviews. Assist with fire and life safety tasks, including AED and first aid supply management, and coordinate related training. Maintain an asset database for firm-owned furniture and equipment, and complete ergonomic evaluations upon request. Identify and liaise with local service vendors and process invoices promptly. Conference Services Coordinate audio-visual and conference functions, ensuring proper equipment setup and testing, including guest machines for video conferencing. Office Services Provide support for copy and print jobs, ensuring tasks are completed accurately and determining when to involve external vendors. Manage outgoing mail and courier services, ensuring timely and accurate processing of all shipments. Distribute incoming mail and packages efficiently to the appropriate recipients. Secondary Responsibilities Provide general assistance and coverage as needed across various office functions. Minimum Qualifications Education High School Diploma or equivalent required. Experience Minimum of three years of office experience, including legal secretarial and general administrative support. Skills and Knowledge Strong legal and administrative skills, with the ability to multi-task and meet strict deadlines. Highly organized and detail-oriented, with familiarity in document management systems preferred. Knowledge of proper lifting techniques and furniture-moving best practices. Technical Skills Proficiency in Microsoft Word (including document creation and revision) and Outlook required. Experience with PowerPoint and Excel strongly preferred. Familiarity with PCs and an aptitude for learning new technologies. Beacon Hill is an Equal Opportunity Employer that values the strength diversity b ings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.