Office Manager and Administrative Assistant chez Mintz Group

Office Manager & Administrative Assistant

Discover Mintz Group

At Mintz Group, we specialize in uncovering the truth. For over 30 years, we have provided top-tier investigative services to help our clients make informed decisions, mitigate risks, and seize opportunities. Our services span executive due diligence, transaction due diligence, and litigation support for dispute resolution, conducted by a dedicated team of over 250 investigators across 12 offices worldwide.

Why Join Us

• Dynamic Environment: Be part of a growing global firm where your work supports teams that deliver high-impact results to clients worldwide.
• Collaboration & Culture: Join an organization that values professionalism, teamwork, and initiative across all functions.
• Professional Growth: Develop expertise in office operations, administrative support, and coordination across departments and leadership teams.
• Purposeful Work: Play a key role in creating efficiency for firm leaders and supporting seamless business operations.

What’s This Role About

The Office Manager & Administrative Assistant ensures the smooth day-to-day operations of Mintz Group’s local office and provides high-level administrative support to partners, executives, and senior leaders. This role combines office management, executive assistance, and operational coordination to deliver excellence in service and efficiency.

The ideal candidate is a proactive professional who thrives in a fast-paced, dynamic environment, adept at managing competing priorities and maintaining strong communication across teams. Success in this position requires outstanding organization, discretion, and problem-solving skills.

Key Responsibilities

Office Management and Reception

• Manage day-to-day office administration, including supplies, vendor coordination, and workspace readiness.
• Serve as the first point of contact for visitors and external partners, representing the firm with professionalism.
• Oversee shipping, mail services, and courier logistics.
• Coordinate ordering and delivery of gifts, flowers, and event materials.
• Liaise with building management to ensure facilities are maintained.
• Oversee workspace setup for new hires, in-office moves, and departures.
• Maintain cleanliness and organization in shared spaces, including kitchen and supply areas.

Scheduling, Travel, and Calendar Management

• Provide calendar support to partners, executives, and senior leaders.
• Arrange and confirm domestic and international travel logistics.
• Monitor key dates, deadlines, and scheduling priorities.

Document Preparation and Administrative Support

• Draft, proofread, and format internal and external documents, including reports and presentations.
• Maintain shared drives, ensuring access to templates and accurate file management.
• Ensure consistency and professionalism in all firm correspondence and materials.

HR and Recordkeeping

• Support onboarding and offboarding logistics, including workspace setup, orientations, and scheduling.
• Maintain personnel records and assist with data entry in HR or practice management systems.
• Support local HR coordination tasks such as tracking PTO, equipment needs, and training logistics.

Events and Engagement

• Coordinate catering and logistics for internal meetings and staff events.
• Assist in planning social gatherings, retreats, and office celebrations that strengthen team culture.

Cross-Functional Coordination

• Liaise with Marketing, HR, IT, Legal, and Business Development teams to ensure seamless administrative operations.
• Manage expense reimbursements, corporate card transactions, and vendor invoices.
• Track and maintain professional memberships, certifications, and licenses.
• Anticipate needs, solve problems proactively, and support leaders with timely, reliable assistance.

What Makes You a Great Fit

• Experience: 5+ years in office administration, executive support, or operations coordination in a professional environment.
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and travel booking platforms.
• Communication: Strong written and verbal communication with attention to clarity and tone.
• Organization: Exceptional ability to manage multiple priorities and maintain structure in fast-paced settings.
• Professionalism: Exercises discretion, integrity, and sound judgment in handling confidential information.
• Service Mindedness: Demonstrates responsiveness, initiative, and a positive, team-oriented attitude.
• Education: Undergraduate degree preferred.
• Location: Must be able to work in-office 3–5 days per week as required.

Ready to Join Us

You will thrive in this role if you enjoy creating order, supporting leaders, and building efficient workflows that keep operations running smoothly. You are organized, proactive, and reliable—someone who takes pride in making the office a productive, welcoming environment.

This is a hybrid role, and candidates must reside in or near San Francisco, CA.

Why You’ll Love Working with Us

• Competitive Salary: $80,000 – $110,000
• Discretionary Bonus
• Flexible Time Off Policy
• Comprehensive Health Benefits: Medical, dental, and vision coverage
• Retirement Savings: 401(k) plan with employer match
• Parental Leave
• Hybrid Work Environment: Must reside in or near San Francisco, CA
• Life Insurance: Company-sponsored basic life and AD&D insurance
• Additional Benefits: FSAs, Transit, and Parking

Our Commitments as an Employer

Mintz Group is committed to providing equal employment opportunities to all individuals. We do not discriminate against any applicant or employee based on gender, transgender status, race, color, religion, marital status, pregnancy, national or ethnic origin, ancestry, citizenship, sexual orientation, age, veteran status, genetic information, mental or physical disability (unless such disability is a bona fide occupational qualification), gender identity or expression, or any other characteristic protected by federal, state, or local law. Our policy of equal employment opportunity applies to all aspects of the employment relationship, including recruitment, hiring, promotion, transfer, training opportunities, termination, wage and salary administration, and the application of benefit plans and company policies.