LEAD ADMINISTRATIVE ASSISTANT, PROGRAMS
LEAD ADMINISTRATIVE ASSISTANT, Programs
The District of Columbia Bar has an opening for the position of Lead Administrative Assistant (LAA) in the Programs Office in the Programs Division. The LAA provides administrative, research and editorial support to the Chief Programs Officer (CPO). This includes support for the D.C. Bar’s general membership meetings and meeting planning services, the compliance functions of a mandatory course on legal ethics and local practice for new admittees and certain other members of the Bar, the Bar’s leadership development initiatives, resource development for other departments of the Programs Division, and other programs. The LAA reports to the CPO.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provides administrative and program support to the Bar’s Membership Meetings Program and Meeting Planning Services Center to include:
- Assisting the Sr. Meetings Planner with logistics, staff assignments, member contacts and recordkeeping for the Bar’s general membership meetings, including the Judicial and Bar Conference, the Judicial Reception, and the Celebration of Leadership Awards Dinner and Annual Meeting.
- Assisting the Sr. Staff Attorney with program planning for conferences, including research on program trends and topic areas, contacts with program organizers and speakers, and production of handout materials.
- Assisting the Sr. Meetings Planner with logistics and on-site staffing for other annual or special events involving the Bar leadership and other volunteers, including luncheons and volunteer recognition events.
- Uploading information and maintaining content about conferences and events on the Bar’s website.
- Assisting the Sr. Meetings Planner with maintaining a list of caterers used by the Bar for meetings and events, to include updating caterers’ contact information, preparing materials for meetings with the Bar’s caterers user group and monitoring Bar staff’s evaluations of caterers to ensure compliance with the Bar’s catering policies.
- Provides administrative support to the Mandatory Course Compliance Office, to include assisting the Sr. Staff Attorney with record keeping and compliance notification procedures for the Mandatory Course on the D.C. Rules of Professional Conduct and D.C. Practice.
- Provides administrative support to the staff liaisons of the Leadership Development Committee and assists the Sr. Staff Attorney with planning and logistics for the Bar’s annual leadership academy, to include making room reservations, placing catering orders, reproducing materials, conducting non-legal research and serving as the on-site logistics coordinator for academy sessions and events.
- Organizes and maintains departmental and program archives, files, program notebooks, library materials and other records, including research databases and electronic records; assists with development and administration of the division’s resource center.
- Assists with non-legal substantive research; assists in designing surveys and other data collection activities; assists in analyses and reports of findings, and, as needed with recommendations based on research; assists with the preparation of statistical graphics for program and project reports.
- Compiles and assists in editing monthly and annual division-wide reports for the Chief Executive Officer’s (CEO) reports to the Board of Governors.
- Proofreads website content and selected print materials for Programs Division activities.
- Assists in coordinating and setting up meetings, hearings or conferences, and arranges for the set up of electronic equipment, as needed; assists in staffing programs and committee meetings, as needed.
- Drafts memoranda, correspondence, reports, minutes of meetings and other documents. Screens and handles general telephone and email inquiries.
- Maintains databases and generates mailing lists and labels for programs and committees.
- Maintains the departmental calendar, and develops and manages a calendar of outside events.
- Maintains and ensures the confidentiality of various program communications and records.
OTHER DUTIES AND RESPONSIBILITIES
1.Acts as the departmental contact for Facilities Management (e.g., arranges for phone and equipment purchases and maintenance, meeting room services, and scanning and reproduction); handles departmental mail; coordinates the requisition of program supplies.
2.Prepares invoices and vouchers.
3.Assists with on-site check-in and check-out procedures for the weekday sessions of the Mandatory Course.
4.Performs other duties as assigned.
- BA/BS degree from an accredited university or college with a minimum of two years relevant work experience.
- Two or more years of experience working in a membership association, a similar nonprofit organization or a law office is a plus.
- Proficiency in Microsoft Office Suite, specifically with MS Word, MS Excel and MS Outlook. One or more years of experience with membership databases is highly desirable.
- One or more years of experience with conference room scheduling software such as EMS®, Opera, etc. is strongly desired.
- Excellent verbal and written communication skills; ability as a proofreader with a strong emphasis on grammar, punctuation and spelling.
- Excellent analytical skills and the ability to exercise sound judgment required.
- Must be detail oriented, be able to multi-task and work in a fast paced environment.
- Excellent interpersonal and customer service skills. Must work well in a team environment and be able to interact with Bar members, volunteers, vendors, the public and Bar employees.
- Must work well under pressure, have excellent organizational abilities, set and meet deadlines and be able to manage several priorities in a day; must be adaptable, creative and self-motivated.
- Ability to handle and maintain the confidentiality of highly sensitive information is a must.
Under the Bar’s compensation structure, this position is in the Administrative Job Family and at the Associate Specialist/Lead Assistant/Coordinator level. This is a non-exempt position. Salary is commensurate with experience. The D.C. Bar has an excellent benefit package.
This is not an attempt to list all essential functions of this position. It is recognized that job duties may change over time based on the Bar’s needs.
The District of Columbia Bar is an Equal Opportunity Employer.