Office Administrator, Washington DC

Norton Rose Fulbright•Washington, DC

1d•$120,000 - $160,000•Hybrid

About The Position

Norton Rose Fulbright is seeking an Office Administrator to oversee day‑to‑day operations of the Washington, DC office and serve as the primary point of contact in that office, ensuring administrative functions run smoothly so lawyers can focus on the practice of law. The Office Administrator regularly liaises with the Partners-in-Charge of the office to keep them informed of operational matters and business challenges. The role oversees on‑site administrative support services, including reception, conference services, mail and digital services, office services, and records, and provides direct operational support to legal and administrative personnel. This position is based in Washington, DC and requires a minimum of four days per week in the office. The role reports to the Director, Administration and Legal Support, with an indirect reporting line to the Partners‑in‑Charge of the office.

Requirements

Prior law firm or professional services experience is required.
Ability to work discreetly with confidential information and sensitive situations.
Ability to quickly identify and analyze issues and problems, recommend and implement solutions, and respond effectively to sensitive inquiries and complaints.
Demonstrates a proactive focus on operational excellence, client service, efficiency, and cost management.
Exhibits excellent verbal and written communication skills.
Acts as a self‑starter with a high energy level and a do‑what‑it‑takes attitude.
Data-driven and continuous improvement mindset.
Ability to multi‑task with strong organizational skills.
Exercises flexibility and sound judgment in all situations.
Ability to remain calm and effective under pressure and during high-priority or emergency situations.
Demonstrates strong problem‑solving skills and consistent follow‑through.
Serves as an ambassador of goodwill, a catalyst for change, and maintains local office culture while embracing the needs of a global legal practice.
Ability to plan, coordinate, and direct the work of others.
Maintains responsiveness and the ability to be available outside regular business hours in emergencies or high‑priority situations.

Nice To Haves

Bachelor’s degree is preferred.
Minimum of ten years of work experience, including at least five years of supervisory experience, is preferred.

Responsibilities

Serve as a trusted advisor to Partners-in-Charge and firm leadership on office operations, performance, and strategic priorities.
Provide insight and recommendations on business challenges, operational improvements, and resource alignment.
Partner with leadership to align administrative support and services with client and practice needs.
Lead and support change management initiatives, including implementation of new service delivery models, technologies, and operational improvements.
Identify opportunities to enhance operational effectiveness and proactively drive continuous improvement initiatives.
Oversee the day-to-day management of office operations to ensure efficient, high-quality service delivery to lawyers and business services professionals.
Establish and maintain standards of operational excellence, client service, and responsiveness.
Coordinate office-wide activities in alignment with firm policies and best practices.
Ensure seamless onboarding and offboarding processes, including coordination of logistics and cross-functional support.
Lead, develop, and manage a team of administrative and legal support professionals, including assigning work, setting expectations, and evaluating performance.
Oversee staffing strategy, including recruitment, workforce planning, and appropriate staffing ratios.
Drive performance management, employee development, and training initiatives.
Partner with Human Resources to address employee relations matters, performance concerns, and organizational changes.
Foster an inclusive, collaborative, and high-performing workplace culture that supports engagement and retention.
Oversee all facilities operations, including space planning, design, and utilization.
Manage office construction, renovations, relocations, and lease-related matters.
Partner with building management to address day-to-day facilities issues and ensure a safe, functional work environment.
Maintain responsibility for workplace health, safety, and physical security in alignment with firm standards.
Inform, manage, and monitor the office administrative budget, including forecasting and cost control.
Approve expenses and oversee reimbursement processes.
Identify opportunities for cost optimization while maintaining service quality and operational effectiveness.
Oversee relationships with external vendors and service providers, including contract negotiation and performance management.
Coordinate procurement activities in alignment with firmwide strategies.
Manage community relations and charitable giving initiatives, including budget oversight, sponsorships, and engagement with local organizations.
Support coordination of client-facing and internal events, conferences, and firm-sponsored activities.
Ensure compliance with firm policies, procedures, and operational standards.
Oversee office-level risk management, including business continuity planning and incident response coordination.
Support adherence to health, safety, and security protocols.
Support adoption of tools and systems that enhance efficiency, transparency, and service delivery.
Leverage data and metrics to monitor performance, inform decision-making, and improve operational outcomes.
Actively participate in firmwide and cross-functional initiatives, working groups, and operational projects.
Collaborate with peers across offices to promote consistency, best practices, and alignment with global strategies.
Support partner meetings and office leadership activities, including coordination of agendas and logistics.
Perform other duties and lead special projects as required to support office and firm objectives.
Other duties