Office Manager and Administrative Assistant

Office Manager & Administrative Assistant

Discover Mintz Group

At Mintz Group, we specialize in uncovering the truth. For over 30 years, we have provided top-tier investigative services to help our clients make informed decisions, mitigate risks, and seize opportunities. Our services span executive due diligence, transaction due diligence, and litigation support for dispute resolution, conducted by a dedicated team of over 250 investigators across 12 offices worldwide.

• 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.

The Office Manager & Administrative Assistant ensures the smooth day-to-day operations of Mintz Group’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.

• 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.

• Provide calendar support to partners, executives, and senior leaders.
• Arrange and confirm domestic and international travel logistics.
• Monitor key dates, deadlines, and scheduling priorities.

• 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.

• 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.

• Coordinate catering and logistics for internal meetings and staff events.
• Assist in planning social gatherings, retreats, and office celebrations that strengthen team culture.

• 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.

• 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…