Senior Administrative Office Assistant

CMBG3 Law•Boston, MA

3d•$75,000 - $90,000•Hybrid

About The Position

CMBG3 Law is a majority women-owned nationwide law firm comprised of a diverse team of pro-active trial attorneys, litigators, lobbyists, consultants, paralegals, and staff. CMBG3 Law takes a proactive approach to solving legal problems through best-in-class business counsel, regulatory compliance, risk prevention, government affairs advocacy, litigation, and national litigation management. We deliver custom-tailored legal strategies for complex matters requiring sophisticated scientific, regulatory, and technological expertise in state and federal courts in over 20 U.S. States from its east coast and west coast offices. CMBG3’s Cares division is committed to serving the communities in which it practices through pro bono work, charitable initiatives, and donations. CMBG3’s Diversity, Equity and Inclusion division sponsors programs to promote a diverse and inclusive culture. The Senior Administrative Office Assistant is a senior operations and executive support professional who plays a central role in the day-to-day functioning of the firm. This position partners closely with attorneys and firm leadership to ensure smooth office operations, high-quality administrative support, and professional client and visitor experiences. This role has primary responsibility for front office oversight, office operations, executive administrative coordination, and vendor and travel management. The position is primarily in-office, with an expectation of four days per week onsite and one remote day per week.

Requirements

Minimum of five (5) years of experience in a senior administrative, executive assistant, office administrator, or legal administrative role, preferably within a law firm or professional services environment.
Strong understanding of law firm operations, professional services workflows, and executive support best practices.
Demonstrated experience supporting senior attorneys or leadership with a high level of independence, judgment, and discretion.
Proven experience managing office operations, vendors, travel, and event logistics.
Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Acrobat.
Exceptional organizational, planning, and problem-solving skills with strong attention to detail.
Professional, confident communication style with the ability to interact effectively at all levels.
Ability to prioritize and manage competing demands in a fast-paced, deadline-driven environment.
Self-directed, proactive, and committed to continuous professional growth.

Responsibilities

Serve as a key operational partner to firm leadership and attorneys, ensuring the efficient execution of administrative processes and office workflows.
Provide high-level executive administrative support, including complex calendar management, meeting coordination, deadline tracking, and preparation for internal and external engagements.
Anticipate administrative and operational needs, proactively resolving issues and recommending process improvements.
Coordinate and manage attorney and staff travel, including flights, lodging, ground transportation, itineraries, and real-time changes.
Assist with planning and execution of firm events, client meetings, internal functions, trainings, and attorney-hosted gatherings, including logistics, vendor coordination, and on-site support.
Act as a central point of coordination among attorneys, clients, vendors, building management, and external service providers.
Process and review vendor and third-party invoices; coordinate approvals and work closely with finance as needed.
Track and manage attorney Continuing Legal Education (CLE) requirements and bar memberships, including monitoring deadlines, coordinating submissions, and maintaining accurate compliance records.
Oversee front desk and reception operations, ensuring a polished, professional, and welcoming environment for clients, visitors, and vendors.
Manage incoming calls and inquiries with discretion and professionalism, ensuring matters are directed appropriately.
Coordinate client meetings, conferences, and in-office events, including room scheduling, setup, catering, and technology needs.
Serve as a steward of the firm’s brand and client experience in all front-of-house interactions.
Oversee daily office operations, including facilities coordination, mail handling, supply management, vendor relationships, and general office upkeep.
Maintain office organization, presentation, and cleanliness standards across common areas, conference rooms, and kitchens.
Manage firm administrative systems, contact databases, calendars, and records; prepare operational reports as requested.
Register attorneys for conferences, speaking engagements, professional events, and CLE programs.
Develop, document, and refine office and administrative procedures to improve efficiency, consistency, and service delivery.
Serve as a resource and informal mentor to administrative staff, supporting consistency in processes and service standards.
Support special initiatives and perform additional administrative responsibilities as assigned by firm leadership.