Office Support Assistant

Office Support Assistant

Nixon Peabody LLP is seeking a dedicated Office Support Assistant to provide local onsite support for a variety of office-related duties, with primary responsibility for office operations. This role offers administrative support to the Office Administrator, Accounting, Facilities, and Reception, while maintaining professional contact with clients, attorneys, and professional staff, and observing confidentiality of client and firm matters. The ideal candidate is poised, detail-oriented, and thrives in a fast-paced, client-facing environment, representing the firm's professionalism, discretion, and commitment to service excellence.

About Nixon Peabody

A career at Nixon Peabody is an opportunity to do meaningful work and shape what's ahead. We foster a dynamic, energizing environment that promotes success for our clients and each other, offering fast growth, connectedness, and comprehensive training. We are committed to attracting top talent and creating a diverse team.

Key Responsibilities

• Assist with new hire setup.
• Assist with data analytics spreadsheets and presentations.
• Act as an information resource for attorneys and professional staff.
• Assist with the coordination of office moves and special events.
• Attend and contribute to firmwide committee meetings.
• When covering reception: register guests, meet and greet visitors, distribute security badges and parking validations, and maintain inventory logs.
• Maintain an orderly and presentable lobby, Reception area, conference rooms, and office space.
• Assist with conference room reservations, including food/beverage ordering, AV needs identification, and room setup.
• Monitor lobby and conference room A/V and IT equipment, reporting potential issues to IT.
• Follow firm policies regarding visitor access.
• Provide support to the Facilities Coordinator in areas such as conference services and facility maintenance.
• Process office-related expense reimbursements and vendor invoices.
• Assist marketing and business development teams with event logistics and special projects.
• Perform other duties as assigned by the Office Administrator.

Qualifications and Skills

• 1-3 years of related experience preferred.
• College degree preferred; work experience in lieu of a degree will be considered.
• Excellent interpersonal, communication, and customer service skills.
• Positive and professional demeanor, with the ability to interact effectively with all personnel.
• Ability to maintain confidentiality.
• Demonstrated organizational skills with attention to detail and the ability to prioritize and complete tasks under time constraints.
• Ability to work independently and as part of a team.
• Strong technical aptitude, proficient in Microsoft Office Suite and other office technology.
• Ability to lift and carry or otherwise move 20 pounds.

Work Arrangement

This position is onsite, Monday through Friday, with an anticipated schedule of 8:00 AM - 4:30 PM CT.

Equal Opportunity Employer Statement

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer committed to diversity and inclusion. We do not discriminate based on race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, or any other protected characteristic. Nixon Peabody participates in E-Verify to confirm identity and employment eligibility.

Compensation and Benefits

The anticipated annual salary range for this position in Chicago, IL is $52,500 to $72,050. In addition to a standard benefits package, this role may be eligible for contingent compensation based on performance, location, experience, education, and qualifications. This range represents Nixon Peabody's good faith estimate of the annual salary for this position.

Key skills/competency

• Office Operations Management
• Administrative Support
• Client Relations
• Time Management
• Attention to Detail
• Microsoft Office Suite Proficiency
• Interpersonal Skills
• Confidentiality
• Event Coordination
• Facilities Support