Job Description:

The Office Support Assistant (OSA) provides local onsite support to perform a variety of office related duties, with primary responsibility for reception area coverage, hospitality services and general housekeeping/day porter services. They also provide overflow administrative support to Office Services, Accounting, Records and others on a case by case basis. Maintains professional contact with clients, attorneys and 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: New York City, NY

Responsibilities:

• Provide Reception, Hospitality and general housekeeping/day porter services; and overflow administrative support to Office Services, Accounting, Records and others, including practice and global resource assistants, on a case by case basis.
• Lead the coordination of the office’s reception area activities, including, but not limited to:

1. Onsite logistics for visitors to the office.
2. Meet and greet all guests and provide onsite support as needed.
3. Retrieve information from conference room reservation application and order
food/beverages as necessary to accommodate meeting attendees.
4. Set up rooms with food, beverages and supplies; replenish as needed.
5. Maintain orderly and presentable lobby, conference rooms and office space.
6. Monitor lobby and conference room A/V and IT equipment and notify IT of any
potential issues.
7. Distribute security badges and parking validations and maintain inventory logs as
needed.
8. 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 cafe.
• 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 team on event logistics.
• Performs other duties as assigned.

Job Requirements:

• High School Diploma or equivalency; Associate’s Degree preferred.
• One to three years of related experience preferred.
• 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.
• Ability to lift and/or move up to 30 pounds.

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Female / Gender Identity / Minority / Sexual Orientation / Veteran.

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 the New York City Human Rights Law, the anticipated annual salary range for this position in New York City is $48,075 to $66,197 in addition to an annual discretionary bonus and full benefits package. Actual compensation may vary based on geographic location, work experience, education, and qualification level. This salary range is Nixon Peabody’s good faith estimate at the time of this posting.

Job Type: Full-time

Schedule:

• Monday to Friday

Work Location: One location

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