Office Administration Coordinator
1 week ago
Departmental Administrative Support
This role encompasses a variety of administrative and clerical responsibilities for the legal division, including: managing routine procurement of office supplies in accordance with established guidelines, assisting with team events and communication preparations, providing logistical support for appointments and travel arrangements, and aiding the Executive Assistant in office management and team assistance.
This is a 12-month hybrid contract position.
Meeting Coordination and Communication Management
• Assist the Executive Assistant in scheduling, facilitating, and moderating global All Hands Meetings, including webcasts and conference calls. Develop and refine presentation materials.
• Organize and manage logistics for legal team meetings.
• Provide support for messaging and distribution of communications within the legal team.
Team Engagement and Event Management
• Plan, organize, and oversee events (large-scale meetings, team-building activities).
• Coordinate team celebrations and engagement activities.
• Schedule meetings for internal and external visitors, including office reservations.
Travel Coordination
• Provide travel booking assistance for legal department members and support the Executive Assistant for the Legal Executive team. Manage travel bookings and expense report/reimbursement processes for team members.
Office Administration
• Assist team members with various requests (IT, HR, Facilities, Internal/External Training, site-related events, etc.).
• Monitor and procure office supplies.
• Handle office mail, document posting, collection, and distribution.
• Prepare for new hire onboarding.
• Arrange supplies, equipment, and seating.
• Support the setup and maintenance of SharePoint sites.
Location:
This position requires onsite presence for a majority of the workweek.
Experience:
Candidates must possess prior administrative support experience. Proficiency in managing expense reports and travel bookings is essential.
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