Assistant to the Office Administrator

Employer
Legal E
Location
Washington D.C.
Salary
Salary commensurate with experience.
Posted
Jul 19, 2019
Closes
Jul 22, 2019
Function
Administrative
Industry
Law
Career Level
Entry Level
Hours
Full Time

ASSISTANT TO THE OFFICE ADMINISTRATOR

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.

RESPONSIBILITIES:

Administrative

  • 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

QUALIFICATIONS:

  • 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

PHYSICAL DEMANDS:

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.

WORKING CONDITION/ENVIRONMENT:

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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