Office Admin Manager-cum-Executive Assistant (Law Firm), MG road, Bangalore

Job Description:

Job Description – Office Manager-cum-Executive Assistant
Location: Bengaluru
Reports to: HR

Role Overview:

We are looking for an experienced and highly organized Office Manager-cum-Executive Assistant to oversee the day-to-day administrative and operational functioning of the Bengaluru office, while providing executive support to partners.

The ideal candidate should be proactive, enterprising, mature, discreet and hands-on, with strong organizational and communication skills. The person should be comfortable working in a professional, fast-paced and highly confidential environment and managing multiple stakeholders and priorities.

Key Responsibilities:

Office Administration & Operations:

• Oversee the day-to-day administrative functioning of the office and ensure smooth operations.
• Coordinate with building management, vendors, service providers and external agencies.
• Manage housekeeping, pantry, office supplies, stationery and other administrative requirements.
• Ensure meeting rooms, common areas and office facilities are maintained to a high standard.
• Coordinate repairs, maintenance and other facility-related matters.
• Manage visitor arrangements and office access-related requirements.
• Maintain records relating to office administration, vendors, contracts and services.
• Coordinate with IT and other internal teams on office requirements and equipment.
• Assist with office events, meetings, client visits and other firm-related activities.
• Monitor administrative expenses and coordinate invoices and payments with the relevant teams.

Executive Assistance:

• Provide administrative and organizational support to partners and lawyers.
• Manage calendars, meetings, appointments and schedules for partners.
• Coordinate internal and external meetings, including all necessary logistical arrangements.
• Manage travel arrangements, including flights, hotels, transportation and itineraries.
• Assist with the preparation and coordination of meetings, presentations and other documents.
• Handle correspondence, emails and follow-ups as required.
• Coordinate with clients, vendors, lawyers, staff and external stakeholders on behalf of partners.

• Anticipate requirements and ensure timely follow-up on pending matters.
• Handle sensitive information and correspondence with a high degree of discretion and confidentiality.

Firm & Office Coordination:

• Coordinate with the firm's Delhi and Mumbai offices and other internal teams as required.
• Support the onboarding and induction of new employees and lawyers in the Bengaluru office.
• Assist HR with employee-related administrative matters and office communications.
• Ensure relevant office documentation and processes are maintained.
• Take ownership of ad hoc administrative and operational assignments.

Desired Skills & Experience:

• 7–12 years of relevant experience in office administration, office management and/or executive assistance, preferably in a law firm, professional services organization, consulting firm, financial services firm or other structured corporate environment. 
• Prior experience in a dual Office Manager/EA role would be preferred.
• Excellent written and verbal communication skills.
• Strong organizational, coordination and time-management skills.
• Ability to manage multiple priorities and work independently.
• Strong attention to detail and follow-through.
• High level of discretion and confidentiality.
• Comfortable dealing with senior professionals, clients, vendors and external stakeholders.
• Good working knowledge of MS Office, including Word, Excel and PowerPoint, and other commonly used office applications.

Personal Attributes:

• Proactive and solution-oriented.
• Dependable, responsive and organized.
• Mature and professional in approach.
• Calm and composed under pressure.
• Strong interpersonal skills.