Senior Coordinator, Operations

Job Summary & Objectives

Simpson Thacher & Bartlett LLP is one of the world’s leading international law firms. The Firm was established in 1884 and has approximately 2,000 lawyers. Headquartered in New York with offices in Beijing, Boston, Brussels, Chicago, Dallas, Hong Kong, Houston, London, Los Angeles, Luxembourg, Palo Alto, San Francisco, São Paulo, Singapore, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.

The Senior Operations Coordinator provides high level operational and administrative support for the Boston Office to help ensure the smooth and efficient operation of the workplace. This role oversees reception and the visitor experience, conference room and visitor office coordination, internal and external meeting support, office readiness and day-to-day facilities and workplace operations. The Senior Operations Coordinator partners closely with assistants, IT, building management and external vendors to anticipate needs, coordinate resources, maintain operational standards and ensure a professional, organized and welcoming office environment.

Essential Job Duties & Responsibilities

• Provide administrative support for office- and operations-related initiatives

• Oversee reception and visitor experience to ensure a professional, engaging and welcoming environment for clients, visitors and employees, including providing reception coverage when needed

• Oversee the conference and visitor reservations systems

• Coordinate operational support for internal and external meetings, client visits and office events including catering and hospitality requirements.

• Coordinate projects to ensure timely delivery of service commitments

• Maintain office- and facilities-related budget and expense reports, monitor and track spending and office P&L reporting, and assist in annual budget process

• Assist with reviewing, processing, and tracking invoices using Emburse

• Coordinate physical security efforts, including Emergency Action Plans, Life Safety Fire Warden lists and updated floor plans

• Monitor office, pantry and kitchen supplies, overseeing the ordering and inventories for all supplies

• Assist with personnel arrivals and departures, providing support and coordination of office moves and furniture deliveries

• Assist with office-wide communications and correspondence, including office announcements and notices for visitors, arrivals, departures and related functions

• Provide phone and mailbox coverage to ensure quality and timely responses

• Coordinate day-to-day vendor visits and services and serve as point of contact in accordance with management directives

• Monitor recurring services, confirm work completion and complete invoice entry and verification

• Support employee onboarding and offboarding, including stakeholder communication, logistics coordination and I-9 verification, ensuring legal compliance and seamless processing

• Document processes for reference and training purposes and analyze procedures for opportunities to streamline or innovate based on best practices and available Firm resources

• Ensure compliance with Firm processes and procedures and escalate to appropriate parties as necessary

• Support the global Facilities and Operations departments as needed

• Perform other duties and assist with various projects as needed

Education

Required

• Bachelor’s degree

Skills and Experience

Required

• 4+ years of operational and administrative experience in financial services, legal, hospitality, or a similarly fast-paced environment
• Excellent interpersonal skills with the ability to interact professionally with a diverse population of colleagues, attorneys, clients, and vendors
• Ability to always deliver exceptional customer service, exercise courtesy and diplomacy with Firm personnel and external visitors and vendors
• Ability to effectively, professionally, accurately, and promptly present information verbally and in writing
• Highly dependable and demonstrated consistent, effective administrative performance for the accomplishment of responsibilities and defined objectives
• Ability to organize, prioritize, plan, and juggle work tasks to meet internal and external deadlines
• Ability to assess situations and determine appropriate actions, monitor status of multiple pending items, provide follow-up and keep management informed by effectively communicating a wide variety of information and evolving situations
• Excellent judgment and problem-solving skills with the ability to assess competing priorities and autonomously make sound, timely decisions
• Ability to exercise tact, discretion and strong judgment to maintain the highest level of confidentiality regarding employee information
• Ability to uphold and enforce established Firm policies and procedures; assist in developing or revising procedures and practices as directed
• Ability to work independently and in a collaborative team environment, understanding appropriate escalation points unique to each task
• Proofreading and editing skills with strong attention to detail
• Basic math skills: addition, subtraction, multiplication, division
• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint)

Preferred

• Experience with project coordination
• Proficiency in SharePoint and Adobe Pro

Salary Information

MA Only: The estimated base salary range for this position is $100,000 to $120,000 at the time of posting.

The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.

Simpson Thacher will not sponsor applicants for work visas for this position.

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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, gender identity or expression, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, veteran’s status or any other legally protected status. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.