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ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE COORDINATOR - BG15

DESCRIPTION OF DUTIES:

 

Opening for an Administrative Coordinator in the Washington, DC office supporting the Chief Operating Officer (COO) and Firm Administration matters. The Coordinator will provide a combination of technical, project-based and administrative support to the Firm’s Leadership team as well as general support for Firmwide administration matters. Scheduling and coordination of meetings led by Firm Leadership Facilitating internal communications from the COO, including information for Firm Administration efforts and projects. Creating PowerPoint presentations and Excel spreadsheets that support Leadership initiatives. Handling and processing Charitable Contributions for the Firm. Completing monthly variances for the Firm Administration Department budget along with preparing this departmental budget on an annual basis. Coordinate with other Firm departments in order to facilitate the completion and response to client surveys. Entering data/invoices into Chrome River for expense reimbursement. Reviewing data including issue-spotting and confirming accuracy of information. Coordinating initiatives for the firm in a variety of areas. Partnering with other departments such as Finance & Accounting, Information Technology, Marketing, Talent, HR, etc. and coordinating projects on behalf of the COO. Facilitating and handling special projects. Performing a variety of administrative responsibilities to develop systems and processes to manage the work efficiently as well as providing general support as assigned. Assisting with ad hoc projects for the firm. Other duties as assigned or required.

 

REQUIRED SKILLS: 

 

College degree or equivalent experience. Minimum of two years of experience in a professional work environment. Expert proficiency in MS PowerPoint, Excel and Word is required. Minimum of 50 wpm typing. Effective communication skills, both oral and written, with people at all levels within the firm as well as external individuals. Strong interpersonal skills to build successful working relationships and to work within a team environment exhibiting the ability to collaborate effectively as well as work independently. Ability to build relationships and gain the trust of internal stakeholders. Demonstrate a high level of attention to detail and pride in high quality deliverables. Ability to make sound decisions and exercise good judgment. Ability to demonstrate a high degree of trustworthiness in handling confidential and sensitive information. Flexibility to work additional hours, as necessary.

 

LOCATION:

 

Washington, DC

 

SALARY:

 

$55,000 - $60,000 depending on experience.

MARKETING ASSISTANT - BG11

DESCRIPTION OF DUTIES:

 

This position will be the key support to the Chief Marketing and Business Development Officer (CMBDO) and marketing department more generally, including providing administrative support

for various marketing projects and department initiatives. Assist CMBDO with the organization and creation of documents for various Business Development assignments. Schedule and organize meetings with lawyers and large groups. Meetings include conference calls, video conference calls, and webinar presentations. Prepare agen

das and other materials as needed. Field requests for CLE credit in conjunction with client presentations in key jurisdictions and

submit all required information within deadlines. Manage firm accreditation in key jurisdictions,

maintain program credit requirements by state and monitor accreditation status as needed. Maintain library of CLE program materials and details. Assist with accounting and budget requests, such as processing invoices. Create weekly and quarterly e-alert client communications for distribution. Maintain an inventory of marketing materials and coordinate distribution to offices. Ensure timely and regular attendance. Other responsibilities as assigned and required.

 

REQUIRED SKILLS: 

 

Excellent project management and organizational skills. A minimum of one year of administrative assistant experience in a fast-paced professional environment is required. Highly responsive and service oriented. Strong attention to detail. Solid oral and written communication skills. Ability to multitask efficiently. Proven facility with technology and software (i.e., Word, PowerPoint, Excel, and Adobe CS6. InterAction skills a plus). Proactive and able to make recommendations for improving processes and procedures. Experience in a law firm or similar professional services setting is preferred. Previous experience processing Continuing Legal Education (CLE) credit and managing programs a plus.

 

LOCATION:

 

Washington, DC

 

SALARY:

 

$44,400+ depending on experience.

 

HOURS: 

 

9:00 am – 5:30 pm

ADMINISTRATIVE ASSISTANT - LITIGATON SUPORT - BG11

DESCRIPTION OF DUTIES:

 

Maintains financial system for outsourced expenditures and generates reports. Prepares purchase requests and authorizations. Serves as liaison with both the Accounting Department and with

the Purchasing Unit. Assists Analysts with case work such as data entry, proofing documents, and vendor coordination for trial setup. Maintains departmental tracking sheets. Maintains department files, case/project files, subject files, vendors files, etc. Establishes new files, performs filings. Manages “reference collection” of periodicals, books, and other information. Maintains department bulletin board of upcoming conferences, training opportunities, and points of interest. Maintains department calendar to track leave and training. Coordinates department meetings and events. Provides assistance to the Director and Manager. Maintains assignment information, contact information, and assists with various departmental status reports. Provides excellent customer service. Able to work in team environment and independently. Answers phones, including the main department number. Distributes mail and routes requests to appropriate staff. Assists with ordering supplies, arranging for travel, and securing reimbursements of various kinds. Timely and regular attendance. Other duties as assigned.

 

REQUIRED SKILLS: 

 

A minimum of one year of administrative assistant experience in a fast-paced professional environment is preferred. Excellent communication, organizational, and interpersonal skills. Strong service orientation and understanding the importance of developing effective working relationships with others. Proficiency in Microsoft Office and document management systems. College degree preferred.

 

LOCATION:

 

Washington, DC

 

SALARY:

 

$44,400+ depending on experience.

 

HOURS: 

 

9:00 am – 5:30 pm

CONFLICTS RESEARCH ASSISTANT - BG11

DESCRIPTION OF DUTIES:

 

Compiles comprehensive and current reports of client and potential client related entities and business relationships, using a variety of databases, and any other information that is relevant to the firm’s provision of legal services. Composes concise, highly accurate, well-organized written replies to attorneys and others based on results of database search, business research, and database reports in the timeliest manner. Assists in the maintenance of a confidential internal database of information about firm clients and all related parties to specific matters (including adverse, co-party, and “other” parties). Stays current on rapidly changing technology developments relating to online research services, particularly business databases. Assists in statistical analysis projects. Performs other duties as assigned.

 

REQUIRED SKILLS: 

 

Minimum one-year law firm experience preferred. Demonstrated competence in performing business and legal research. Familiarity with Dun & Bradstreet, Hoovers, corporate family tree

research, and the use of the Internet for legal and non-legal research. Familiarity with Lexis/Nexis, Westlaw also helpful. Ability to learn new online and Internet research tools quickly. Superior writing, analytical and business research skills. Excellent communication, organizational, and interpersonal skills and ability to work well under pressure. 4-year degree from an accredited college or university, or equivalent combination of education and related experience.

 

LOCATION:

 

Washington, DC

 

SALARY:

 

$50,000+ depending on experience.

 

HOURS: 

 

8:00 am - 4:30 pm or 10:00 am - 6:30 pm

CLIENT SERVICES SPECIALIST - BG11

DESCRIPTION OF DUTIES:

 

The Client Services Specialist will provide high quality service to the lawyers, clients, staff, and visitors who require conference center services.  This includes all aspects of conference room scheduling using the Event Management Software System (EMS), including reservations, confirmations, meeting set up, coordinating catering services and regularly monitoring conference room availability.  The Client Services Specialist will ensure the accurate and timely communication to and from lawyers, clients, staff and visitors and those departments involved in providing service to the conference center. Use of experience and judgment to effectively assist lawyers, clients, staff and visitors in preparing for and holding meetings. 

 

REQUIRED SKILLS: 

 

Strong client services background, with emphasis on organization, initiative and attention to detail. Ability to accomplish requirements of position in high volume work environment requiring excellent time management and multi-tasking skills. Excellent verbal and written communication skills with emphasis on exceptional interpersonal communication skills, including the ability to listen to issues affecting the conference center and propose solutions. Ability to perform moderate document management with a working knowledge of various software packages such as Word, Excel and PowerPoint; including but not limited to, Word - creating and editing documents; Excel - creating basic spread sheets or editing existing documents; PowerPoint - editing and loading existing document onto laptops for meetings. General knowledge of audio-visual systems to allow basic set up for microphones and other technology used to support meetings. Must be able to operate and troubleshoot, fax machines, copiers, and other basic office equipment. Minimum 2 years front desk experience in a professional environment required, law firm experience preferred. Ability to learn and utilize EMS system. Exhibit a willingness to be flexible and work alternative shifts and share in overtime as necessary to ensure adequate coverage during weekdays, weekends, holidays and social events. Working harmoniously with co-workers, and those departments that provide service to the conference center, including Catering, Office Services and ITS. Requires the daily usage of an in-ear communication device.

 

LOCATION:

 

Washington, DC

 

SALARY:

 

$39,000+ depending on experience

 

HOURS: 

 

Monday - Friday, Multiple shifts available:

 

  • 7:30 am - 4:00 pm

  • 8:00 am - 4:30 pm

  • 9:30 am - 6:00 pm

  • 10:30 am - 7:00 pm