Office Manager

We are seeking a proactive and versatile Office Manager based at our headquarters in Schenectady, NY. This role is responsible for ensuring the smooth day-to-day operation of the HQ office, while also providing remote administrative support to our New York City and San Francisco offices, as well as assisting our Legal, Accounting, and Operations teams. The ideal candidate will be self-motivated, highly organized, and adept at multitasking, with strong communication skills and a commitment to maintaining an efficient and professional work environment. This role involves a blend of office administration (50%), paralegal support (30%), and assistance to the accounting and operations teams (20%). The Office Manager is expected to be in the office 3 days a week.

Job duties and responsibilities include:

Office Administration (50%)

- Greet and manage in-person guests at the Schenectady, NY headquarters, and remotely support the SF and NYC offices by coordinating visitor access through WeWork’s member portal or similar systems. Provide guests with arrival instructions (e.g., Wi-Fi codes, office directions) via email or Teams message ahead of their visit.

- Collaborate with on-site contacts in NYC and SF to execute tasks requiring physical presence (e.g., package receipt, room setup).

- Answer and direct phone calls, maintaining professional communication.

- Maintain contact lists.

- Handle incoming and outgoing mail and packages for Schenectady, NY. Maintain a digital log of mail and package activity for tracking purposes.

- Manage, submit and follow up on facility-related requests or issues.

- Act as point of contact for remote office vendors.

- Assist in managing office resources, including equipment, supplies, records, and other essential needs, to ensure a clean, organized, and well-functioning workspace.

- Assist in planning office events, schedule meetings and create digital records for key office events.

- Assist with coordinating document signatures, tracking document signature requests and statuses, and adding notarization to documents if required.

Paralegal Support (30%)

- Assist with preparing, typing, and filing legal documents and routine correspondence.

- Conduct basic statistical or documentary research to support case preparation.

- Locate and develop information relevant to ongoing cases.

- Monitoring schedules and calendars, remaining cognizant of upcoming deadlines.

- Provide other adhoc administrative support to the legal team.

Accounting and Operations Support (20%)

- Assist with tasks such as preparing adhoc POs, tracking payments to and from our ECP Partners.

- Document and standardize administrative processes.

- Process and send checks to our NYC office as needed.

Qualified candidates should have the following:

- Proven experience as an Office Manager, Administrative Assistant, Legal Administrative Assistant, or in a similar administrative support role.

- Excellent written and verbal communication skills, comfortable with client interaction and maintaining confidentiality.

- Comfortable working independently and in a cross-functional, fast-paced environment

- Familiar with the documents, procedures, and office protocols, basic understanding of law relevant to the firm’s specialty is a plus.

- Computer literate with Microsoft Office Suite proficiency

- Strong organizational and secretarial skills, with the ability to multitask effectively and perform well under pressure.

- Tech-savvy and able to quickly learn new tools.

- High school diploma; Legal Assistant certification or bachelor's degree

- Notary Public certification or willingness to obtain