Office Administration Lead

Harbor is a PE-backed, global professional services firm of ~1,000 strategists, technologists, and operational specialists. We partner with leading law firms, corporations, and law departments to deliver high-impact strategy, legal technology, operations, and intelligence solutions. As we continue to scale globally, we are seeking a highly capable, proactive, and commercially minded professional to serve as an Office Administration Lead for our Moncton Office.  

This role is ideal for someone who thrives in a fast-paced, high-growth environment and is comfortable in owning operational execution. You will be responsible for ensuring our office operates at a best-in-class standard. This is not a purely administrative role. It requires judgment, discretion, commercial awareness, and the ability to anticipate needs in a dynamic environment. This is a hybrid position, working on-site in our Moncton office 4 days per week. 

Key Responsibilities:

Serve as the operational lead for the Canada office(s) ensuring a seamless and professional experience for employees, clients, and visitors. 

Office Operations & Facilities:  

• Oversee day-to-day office operations to ensure a smooth, high-functioning workspace  
• Act as primary liaison with building management, landlords, and service providers  
• Manage office vendors, maintenance, and facilities matters  
• Ensure compliance with workplace standards and health & safety requirements  
• Maintain oversight of supplies, equipment, and office needs   

Workplace Experience:  

• Act as the first point of contact for guests and clients, ensuring a professional and welcoming environment  
• Oversee room bookings, shared spaces, and office logistics  
• Coordinate in-office events, leadership meetings, and high-traffic days  
• Support planning and execution of employee engagement and social events  
• Continuously improve the office environment and employee experience  

Operational Coordination:  

• Partner with Talent, IT, Finance, and Operations teams to support onboarding, offboarding, and general office needs  
• Redirect invoices and correspondence appropriately  
• Support internal communications relating to office matters  
• Identify process improvements and implement scalable solutions as the company grows  

Experience & Qualifications:  

• Experience in a professional services, corporate, or high-growth environment  
• Prior experience in an office leadership, facilities, executive assistant, or hybrid operations role  

Skills & Attributes:  

• Highly organized with exceptional attention to detail  
• Proactive self-starter who anticipates needs rather than reacts to them  
• Strategic thinker with strong execution capability  
• Excellent written and verbal communication skills  
• Strong interpersonal skills and executive presence  
• Calm under pressure and able to manage competing priorities  
• Comfortable operating independently while partnering cross-functionally  

Desirable:  

• Experience in a PE-backed or scaling organization  
• Knowledge of Canada Health & Safety requirements   

Requirements:  

• Based in the Moncton office 4 days per week  
• Standard working hours: 8:30am – 5:30pm  
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams)  
• Experience in a similar office administration, facilities, operations, or executive support role