New

Office Administrator

Vaco
$100,000.00 - $130,000.00 / yr
401(k), retirement plan
United States, California, Irvine
Feb 10, 2026
Our client is a premier business litigation and intellectual property firm with decades of experience, and they were named one of the top boutique law firms to work for by the Daily Journal. Some of their lawyers have been recognized nationally including one of their founding partners who was named "Lawyer of the Year" by Best Lawyers in America. Their practice areas include commercial litigation, intellectual property, class actions, government & regulatory and white-collar investigations & defense. Currently they are looking to add an Office Administrator who can work a hybrid schedule out of their office in Irvine, CA. Responsibilities: Operations - oversight and management of day-to-day office; People and Culture (Human Resources) Management - including recruitment, onboarding, training, development, and performance management; Financial and Administrative management - including payroll, A/R, A/P, banking, reconciliations, compliance, and reporting; Information and Communication Technology (ICT) management; Quality Assurance/Quality Management System - including implementation and adherence; Compliance/Risk Management - HR, Tax, insurance, workplace health and safety; Client relationship management and support as required; and Administrative Support to Legal and Management team. Conduct all interactions with management in a confidential and professional manner; Manage, lead, and mentor all administrative staff; Manage vendor and supplier outsourcing; Help to ensure the cultural values of the firm are upheld and advanced; Support management in relation to business and strategic developments and ongoing and continuous improvement of internal and external facing processes; Facilities management - including coordinating with building management and external suppliers and contractors; and Project management for irregular, ad hoc, and one-off tasks and projects as needed. Comprehensive understanding of company policies, procedures and processes; Maintains confidentiality; Establishes and maintains interpersonal relationships and promotes a positive work environment; and Methodical approach to work with a strong focus on teamwork, organizational ability, communication, accuracy, and pride in the quality of work. Requirements: Working knowledge of accounting principles; Technological savvy with various software: Microsoft Office Suite including Outlook/Word/Excel, Accounting software; Prior HR experience preferred; Exceptional organizational administrative and time management skills; Demonstrated leadership, communication, interpersonal and problem-solving skills; Previous law office experience desired; Previous office operations experience desired; Attention to detail and high level of accuracy; Ability to work autonomously and independently, as well as collaboratively Ability to identify opportunities for improvement and implement projects and ideas; and Willing to show up to work each day with a positive, can-do attitude. Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products. Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: the individual's skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.