Overview
A top global investigations firm is looking to appoint an Office Manager and Administrative Assistant to join its Washington, DC office.
The Office Manager & Administrative Assistant ensures the smooth day-to-day operations of the firm’s local office and provides high-level administrative support to partners, executives, and senior leaders. This role combines office management, executive assistance, and operational coordination to deliver excellence in service and efficiency.
The ideal candidate is a proactive professional who thrives in a fast-paced, dynamic environment, adept at managing competing priorities and maintaining strong communication across teams. Success in this position requires outstanding organization, discretion, and problem-solving skills.
Key Responsibilities
Office Management and Reception
- Manage day-to-day office administration, including supplies, vendor coordination, and workspace readiness.
- Serve as the first point of contact for visitors and external partners, representing the firm with professionalism.
- Oversee shipping, mail services, and courier logistics.
- Coordinate ordering and delivery of gifts, flowers, and event materials.
- Liaise with building management to ensure facilities are maintained.
- Oversee workspace setup for new hires, in-office moves, and departures.
- Maintain cleanliness and organization in shared spaces, including kitchen and supply areas.
Scheduling, Travel, and Calendar Management
- Provide calendar support to partners, executives, and senior leaders.
- Arrange and confirm domestic and international travel logistics.
- Monitor key dates, deadlines, and scheduling priorities.
Document Preparation and Administrative Support
- Draft, proofread, and format internal and external documents, including reports and presentations.
- Maintain shared drives, ensuring access to templates and accurate file management.
- Ensure consistency and professionalism in all firm correspondence and materials.
HR and Recordkeeping
- Support onboarding and offboarding logistics, including workspace setup, orientations, and scheduling.
- Maintain personnel records and assist with data entry in HR or practice management systems.
- Support local HR coordination tasks such as tracking PTO, equipment needs, and training logistics.
Events and Engagement
- Coordinate catering and logistics for internal meetings and staff events.
- Assist in planning social gatherings, retreats, and office celebrations that strengthen team culture.
Cross-Functional Coordination
- Liaise with Marketing, HR, IT, Legal, and Business Development teams to ensure seamless administrative operations.
- Manage expense reimbursements, corporate card transactions, and vendor invoices.
- Track and maintain professional memberships, certifications, and licenses.
- Anticipate needs, solve problems proactively, and support leaders with timely, reliable assistance.
Skills, Knowledge & Experience
- Experience: 5+ years in office administration, executive support, or operations coordination in a professional environment.
- Technical Skills: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and travel booking platforms.
- Communication: Strong written and verbal communication with attention to clarity and tone.
- Organization: Exceptional ability to manage multiple priorities and maintain structure in fast-paced settings.
- Professionalism: Exercises discretion, integrity, and sound judgment in handling confidential information.
- Service Mindedness: Demonstrates responsiveness, initiative, and a positive, team-oriented attitude.
- Education: Undergraduate degree preferred.
- Location: Must be able to work in-office 3–5 days per week as required.
Company Benefits
- Dynamic Environment: Be part of a growing global firm where your work supports teams that deliver high-impact results to clients worldwide.
- Collaboration & Culture: Join an organization that values professionalism, teamwork, and initiative across all functions.
- Professional Growth: Develop expertise in office operations, administrative support, and coordination across departments and leadership teams.
- Purposeful Work: Play a key role in creating efficiency for firm leaders and supporting seamless business operations.
- Competitive Salary: $80,000 – $110,000
- Discretionary Bonus
- Flexible Time Off Policy
- Comprehensive Health Benefits: Medical, dental, and vision coverage
- Retirement Savings: 401(k) plan with employer match
- Parental Leave
- Hybrid Work Environment: Must reside in or near Washington, DC.
- Life Insurance: Company-sponsored basic life and AD&D insurance
- Additional Benefits: FSAs, Transit, and Parking
