Administrative Services & Operations Assistant in Seattle, WA

Law Firm

Seattle, WA

Administrative Services & Operations Assistant in Seattle, WA

Law Firm Non Legal Department

Max 2 yrs required

No

Job Title: Administrative Services & Operations Assistant

Job Responsibilities:
The Administrative Services & Operations Assistant is responsible for providing comprehensive administrative support to the Director of Administration and other office management personnel. The key responsibilities include:

Administrative and Operations:
- Respond to messages, screen phone calls, draft and update correspondence, and manage interoffice mail for the Director of Administration and office management.
- Maintain the Director of Administration’s calendar, including organizing meetings and events.
- Schedule conference rooms and catering services for various meetings and draft emails regarding office events.
- Make and track travel arrangements for the Director of Administration and office management, addressing travel issues proactively.
- Assist in organizing and coordinating special office events and participate in local office Activities Committee.
- Schedule regular office meetings, coordinating conference room and catering needs, and take minutes as required.
- Collaborate with the Director of Administration and managers to promote local charitable causes sponsored by the office.
- Develop and update various administrative forms as requested.
- Manage local files, including working admin files, vendor files, and personnel files, ensuring they are up-to-date.
- Provide receptionist backup when needed and review and update office content on Cooleynet.
- Assist in creating local office newsletters, print and organize financial and budget reports, and code office invoices for review and approval.
- Track office Visa card expenses and reconcile monthly statements for reimbursement.
- Assist in communicating employee relation and retention initiatives and manage employee recognition programs.
- Support office management and central HR in scheduling training programs.
- Champion the firm’s health and wellness initiatives and assist with office-wide events.
- Create and generate special reports as requested and assist the Partner-in-Charge with special projects.

Operations:
- Perform administrative duties to ensure excellent customer service within Administrative, Facilities, and Guest Services departments.
- Support Guest Services with conference and reception responsibilities.
- Maintain a checklist for new hire office setups and assist with logistics for office moves or expansions.

Local Human Resources and Non-Exempt Recruiting Coordination:
- Assist office management with the recruiting process for various positions, including requisition preparation, ad placement, and coordinating candidate checks.
- Provide orientation materials and schedules for new hires and ensure the Workday onboarding process is complete.
- Prepare and send electronic change forms for new hires, terminations, and other changes.

Secretarial Coordination:
- Assist in determining vacation staffing needs by reviewing and tracking secretarial vacation requests and arranging coverage.
- Manage local office coverage calendar for absences and update the secretarial schedule and teaming list.

Education and Experience Information:
Required:
- Proficiency in the Microsoft Office suite, iManage, and other firm applications after orientation.
- Availability to work overtime as required.

Preferred:
- Bachelor’s degree in Business, Human Resource Management, or a related field.
- Prior law firm experience.

Competencies:
- Strong organizational skills for effective time management and handling multiple deadlines.
- Professional presentation and demeanor with a reliable and cooperative manner.
- Ability to work under time constraints and maintain confidentiality and discretion.
- Willingness to complete tasks, learn new skills, and solve problems using logical approaches.
- Teamwork and customer-service focus with excellent attention to detail and communication skills.
- High level of initiative, diplomacy, and tact.

Salary Information:
Cooley offers a competitive compensation and excellent benefits package. The expected hourly pay range for a 40-hour work week is - , translating to an annual salary of $48, - $59,. The final offer will depend on the candidate's geographic location, experience, and skill set.