Filevine is a Legal AI company delivering Legal Operating Intelligence for the future of legal work. Grounded in a singular system of truth, Filevine brings together data, documents, workflows, and teams into one unified platform—where modern legal work happens with clarity and consistency.
Powered by LOIS, the Legal Operating Intelligence System, Filevine connects context across every matter to transform legal operations from reactive to proactive. LOIS reads, understands, and reasons across your data to surface insight, automate complexity, and give professionals the clarity and confidence to see more, know more, and do more. Fueled by a team of exceptional collaborators and innovators, Filevine’s rapid growth has earned AI awards and recognition from Deloitte and Inc. as one of the most innovative and fastest-growing technology companies in the country.
Role Summary:
Filevine is seeking a reliable, organized, and proactive part time Office Assistant to support the day-to-day operations of our Chicago office. This role is responsible for maintaining a welcoming, clean, and organized workplace while providing administrative and operational support to employees, guests, and visitors. The ideal candidate is hands-on, detail-oriented, and comfortable managing a variety of responsibilities, from front desk coverage and office supply management to new-hire setup, office lunches, and facilities coordination. Reporting to Filevine’s Sr Director of People, the Office Assistant will help ensure the office runs smoothly and that employees and visitors have a positive onsite experience.
What You'll Do:
Manage front desk operations, greet and check in guests, clients, and interview candidates, and maintain a welcoming reception area.
Receive, sort, distribute, and prepare outgoing mail and packages for all departments.
Coordinate and manage office lunches, including setup, cleanup, and breakdown of weekly meals and special events.
Create, issue, manage, and deactivate employee building access badges for new hires and departing employees.
Serve as the primary point of contact for building management, submitting and following up on maintenance requests and work orders.
Monitor and restock kitchen and breakroom supplies, including coffee, snacks, beverages, and other essentials.
Manage ordering and inventory of office snacks, supplies, and other workplace necessities.
Maintain the cleanliness and organization of the office, including light cleaning and tidying of communal spaces, kitchens, breakrooms, and storage areas.
Prepare for new-hire orientation by setting up designated meeting rooms, preparing computers and equipment, and organizing new-hire materials such as company T-shirts.
Coordinate with IT on new-hire seating arrangements, desk assignments, and workstation preparation to ensure employees have the appropriate technology and equipment ready for their first day.
Attend building information sessions and communicate relevant building updates, policies, maintenance schedules, and closures to employees.
Assist with general office operations, event logistics, and other administrative tasks as needed.
What We Look For:
Strong organizational, time-management, communication, and problem-solving skills, with attention to detail and the ability to manage multiple priorities.
Professional, welcoming, and customer-service-oriented approach when interacting with employees, guests, vendors, and building management.
Ability to work independently, take initiative, and proactively support daily office operations in a fast-paced environment.
High school diploma or equivalent required; 1–2 years of experience in office administration, front desk operations, hospitality, or a related field preferred. Proficiency in Microsoft Office and Google Workspace preferred.
Must be available to work onsite in the Chicago office Monday, Wednesday, and Friday, up to 20–25 hours per week. Must be able to assist with office setup, lunches, events, deliveries, and occasionally lift up to 25 lbs.
