4598 - Office Support Assistant

The Office Support Assistant is responsible for providing local onsite support to perform a variety of office related duties, with primary responsibility for office operations. The role will provide administrative support to Office Administrator, Accounting, Facilities, and Reception. Maintains professional contact with clients, attorneys and professional staff and observes confidentiality of client and firm matters. Effectively, efficiently and thoroughly manages work and information requests. This position reports to the Office Administrator.

The ideal candidate is poised, detail-oriented, and thrives in a fast-paced, client-facing environment. You will represent our brand every day, ensuring that every interaction reflects the firm's professionalism, discretion, and commitment to service excellence. This position is onsite, Monday through Friday, with an anticipated schedule of 8AM - 4:30PM CT.

A career at Nixon Peabody is the opportunity to do work that matters. It's the chance to use your knowledge to shape what's ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We've created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you're someone who's looking toward the future, we'd love to hear from you.

Location: Chicago, IL

Administrative support for office operations may include:

• 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.
• Assist with the coordination of special events.
• Attend and contribute to firmwide committee meetings.
• When covering reception, register guests in visitor management system, meet and greet guests and provide onsite support as needed.
• Distribute security badges and parking validations and maintain inventory logs as needed.
• Maintain orderly and presentable lobby, Reception area, conference rooms and office space.
• Assist with conference room reservations, including ordering of food/beverages, identifying AV needs and room setup.
• Monitor lobby and conference room A/V and IT equipment and notify IT of any potential issues.
• Follow firm policies with regard to visitor access to building and office space.
• Provide support to Facilities Coordinator in the areas of conference services, hoteling reservation program and overall maintenance of facility.
• Process office related expense reimbursements and vendor invoices as needed.
• Assist with the marketing and business development teams on event logistics and special projects.
• Performs other duties as assigned by the Office Administrator.

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

• 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; able to interact effectively with personnel at all levels, including attorneys, staff, and clients.
• Ability to maintain confidentiality.
• Demonstrated organizational skills with attention to detail and ability to organize workload, prioritize tasks and complete them 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.
• Must be able to lift and carry or otherwise move 20 pounds.

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Veteran. Nixon Peabody is committed to creating a fair workplace and does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, or any other characteristic protected by applicable law.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows: Chicago, IL: $52,500 to $72,050.

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range(s) are Nixon Peabody's good faith estimate of the annual salary(ies) it reasonably expects to pay for the position at the time of this posting.

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