Assistant to the Office Administrator

Legal E
Washington D.C.
Salary commensurate with experience.
Jul 18, 2019
Jul 19, 2019
Career Level
Entry Level
Full Time


Leading international law firm is seeking a bright and highly motivated Administrative Assistant to provide direct support to the Office Administrator and assist managers, attorneys, and other staff members as needed.

This is a full-time, non-exempt position, resident in the Firm’s Washington, DC office.

Ideal hours are Monday through Friday, 9:00 A.M. to 5:30 P.M.



  • Providing administrative support to the Office Administrator
  • Overseeing the process of creating and maintaining personnel files as well as the application/evaluation destruction process in accordance with Firm policy
  • General accounting functions to include reconciling invoices and preparing check requests
  • Processing American Express bills and auditing accounts on a monthly basis
  • Managing and maintaining the parking process and associated records of attorneys and staff who park in the Firm’s contracted parking garages
  • Corresponding with vendors
  • Submitting requests as needed to building management for general, office-related issues such as temperature, lighting, leaks, and general maintenance
  • Submitting HVAC overtime requests as needed
  • Posting Washington Office Announcements to the Firm’s intranet
  • Submitting Weekly Carpet Cleaning Requests with the Firm’s vendor, Corporate Care

Database Management

  • Overseeing the process for entering new hires and terminating full-time and contract employees in the Firm’s Human Resources systems; running audit reports and reviewing information for all new hires and terminations; creating data forms for status changes
  • Maintaining data for current employees, including department and assignment changes
  • Overseeing the process for entering new hires and terminating employees in the Firm’s security system

Recruiting, Hiring, Staffing

  • Managing the college and high school summer intern program, including recruiting, hiring, and placing interns
  • Drafting, formatting, and maintaining job descriptions
  • Screening and forwarding applications to the appropriate person
  • Conducting and scheduling interviews and appointments with managers as requested
  • Preparing correspondence for applicants and producing new hire and resume packets
  • Processing “new hire” paperwork
  • Managing the onboarding process, conducting orientation for new hires, and coordinating training with various support departments

Employee Relations

  • Explaining policies to employees in person and over the phone
  • Verifying employment information
  • Assisting with documentation for employee files
  • Conducting internet research
  • Performing check-out procedures for departing employees, explaining benefit options and confidentiality requirements
  • Overseeing the Fire Warden Program and Emergency Preparedness Program
  • Coordinating office events, such as monthly happy hours, yearly flu shots, and various charitable fundraising events that the Firm chooses to participate in

Additional Duties

  • Preparing PowerPoint presentations as needed
  • Preparing Excel documents as needed
  • Helping with the planning of the Firm’s annual summer and holiday events
  • Other duties and projects as assigned by the Office Administrator or Partner in Charge

Supervisory Responsibilities

  • Some supervisory responsibility for summer interns and temporary, temp-to-hire, and full-time clerical staff

Fiscal Responsibility

  • Reconciling invoices and preparing check requests for manager’s approval; assisting Office Administration with preparation of the office budget


  • Bachelor’s degree in General Business or a related field strongly preferred
  • At least five (5) years of experience in a professional business environment with responsibility for a variety of administrative duties that required excellent communication and organizational skills, attention to detail, and advanced computer skills; law firm or other professional services firm experience strongly preferred
  • Strong computer and word processing skills required (advanced Microsoft Word, Excel, and PowerPoint proficiency as well as the ability to learn new software are essential)
  • Database management skills required
  • Human Resources experience preferred
  • Attention to detail and strong organizational skills are essential
  • Strong written and verbal communication skills are required as is the ability to draft correspondence independently
  • Interpersonal skills are essential
  • Strong problem-solving skills required
  • Ability to perform detailed work accurately, thoroughly, and consistently required
  • Ability to juggle multiple tasks required
  • Ability to train individuals required
  • Ability to utilize sound judgment in staffing projects and dealing with employee issues required
  • Ability to maintain confidential data is critical
  • Professional appearance and demeanor required at all times
  • Ability to take initiative where appropriate
  • Flexibility to adapt to quickly changing priorities
  • Flexibility to work additional hours as needed


This position requires a solid attendance record and working at a computer for long periods of time; lifting up to 15 pounds; and bending and walking.  Heavy telephone and face-to-face communication with applicants, vendors, lawyers, and staff.


This is a full-time position with a standard, 37.50-hour work week.  Flexible schedule as approved by the Office Administrator.  Must be available to work occasional weekends and evenings to meet job requirements.

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