Office Assistant

Practice Group / Department:

Office Management - Warsaw

Job Description

Norton Rose Fulbright is a global law firm with more than 3,000 lawyers advising clients across locations in the United States, Europe, Canada, Latin America, Asia, Australia, Africa and the Middle East. We provide a full scope of legal services to the world’s preeminent corporations and financial institutions.

Our vision is to be a world class business, profitable, ambitious, cooperative and considerate, supporting our clients and people through our global business principles of Quality, Unity and Integrity.

With over 7,000 employees worldwide, our culture is the thread that connects us. Our strategy and culture are closed connected – defined by shared ambition, global collaboration and a one-team mindset. We believe pioneering work happens when people are empowered to think beyond boundaries, explore new opportunities and grow through diverse experiences. Alongside the right skills and experience, we are looking for people who are innovative, commercially minded, and motivated by the impact of the work they do – ready to share in our ambition and help shape what comes next.

Because while individuals can do well, together we achieve something extraordinary.

Role overview

The Office Assistant is responsible for providing comprehensive administrative, operational and HR support to ensure the efficient day-to-day running of the Warsaw office. Working closely with internal teams and external stakeholders, the role contributes to maintaining a professional, well-organised and service-oriented workplace environment.

The Office Assistant supports the coordination of office activities, facilitates communication across business services functions and international offices, and assists in the management of suppliers, facilities, office services and administrative processes.

In addition, the role provides support to the Human Resources function, contributing to the smooth execution of recruitment, onboarding and offboarding activities, HR administration, and the maintenance of accurate and confidential employee records. The Office Assistant also plays an active role in supporting employee engagement initiatives and fostering a positive office culture.

The position requires excellent organisational skills, reliability, attention to detail, discretion, and a proactive approach, as well as the ability to manage multiple priorities with flexibility and professionalism.

This is a fixed-term contract until February 2028.

Specific responsibilities include but are not limited to:

Office Administration

• Provide general administrative support, including filing, data entry, document management, and handling correspondence (emails, letters and telephone enquiries).
• Assist with scheduling meetings, appointments and maintaining calendars.
• Manage office supplies inventory and coordinate the ordering of office supplies, catering, refreshments and other office-related purchases.
• Prepare, proofread and format documents, reports, presentations and other business materials.
• Review and validate supplier invoices prior to processing and payment.
• Liaise with suppliers, service providers, landlord representatives and maintenance contractors regarding office-related matters.
• Support the smooth day-to-day operation of the office and ensure a professional and organised working environment.
• Liaise with business services teams based in other Norton Rose Fulbright offices, including Finance, Marketing, IT, Compliance and Human Resources.
• Assist with onboarding and offboarding activities for employees and contractors.
• Support the planning and coordination of internal meetings, events and office initiatives.
• Provide ad hoc administrative support to lawyers and business services teams as required.
• Provide reception cover when required.

Human Resources Support

• Support the onboarding process for new employees, including preparing welcome materials and coordinating induction activities.
• Assist with maintaining employee records and personnel files in accordance with internal policies and confidentiality requirements.
• Support HR administration, including preparation of employment-related documentation and coordination of employee lifecycle processes.
• Assist with the recruitment process, including posting job advertisements, scheduling interviews and coordinating candidate communications.
• Help organise and deliver employee engagement initiatives, training sessions and internal events.
• Respond to routine employee enquiries regarding HR policies, procedures and office practices.

Who you are

• Previous experience in office administration, business support, or HR administration
• Excellent organisational and multitasking skills
• Strong attention to detail and a proactive, hands-on approach
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)
• Fluent Polish and English
• Strong interpersonal and communication skills
• Ability to handle confidential information with discretion
• Team player with a positive, service-oriented attitude

What we offer

• Fixed-term employment contract (maternity cover)
• Competitive salary commensurate with experience and qualifications
• Private medical insurance
• Gym membership contribution
• Opportunity to gain valuable experience in a leading international law firm
• Exposure to both Office Management and Human Resources activities
• Friendly, collaborative and supportive working environment
• Modern office located in the heart of Warsaw city centre
• Opportunity to work with international teams across the Norton Rose Fulbright network

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Diversity, Equity and Inclusion

To attract the best people, we strive to create a diverse and inclusive environment where everyone can bring their whole selves to work, have a sense of belonging, and realize their full career potential. 
Our new enabled work model allows our people to have more flexibility in the way they choose to work from both the office and a remote location, while continuing to deliver the highest standards of service. We offer a range of family friendly and inclusive employment policies and provide access to programmes and services aimed at nurturing our people’s health and overall wellbeing. Find more about Diversity, Equity and Inclusion here.

We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams. We strive to create an inclusive and accessible recruitment process for all candidates. If you require any tailored adjustments or accommodations, please let us know here.