Administrative and Operations Assistant

Overview

The Administration and Operations Assistant will work collaboratively with the Director of Administration and the Facilities and Hospitality Manager and is expected to be a substantive contributor to the success of the Washington, DC office by providing exceptional service.  Must be a self-starter with a strong work ethic and an inquisitive mind. Must be able to manage competing priorities and possess good judgement.  This person should be comfortable interacting with employees at all levels in a fast-paced environment.  Must be flexible, highly resourceful, proactive, and efficient.  A high-level of professionalism, confidentiality, and integrity are required.  Must be organized with strong attention to detail and communication skills.  Will assist other departments as deemed appropriate by DC Administration. In-person attendance on a hybrid schedule is expected.

Responsibilities

• Help coordinate attorney and staff events and logistics, including but not limited to holiday events, socials, receptions, large meetings etc.

• Process, track, submit and reconcile expenses and invoices.

• Assist with maintaining operations database, all administrative lists, forms and documents.

• Assist with onboarding of legal personnel and staff.

• Building and Facilities liaison for daily operations, building and telephone directory, vendor Certificates of Insurance, online maintenance system requests, loading dock and freight elevator requests, etc.
• Liaison with Office Services and Food and Hospitality operators
• Assist in documenting maintenance issues and submitting related requests.
• Assist with managing the temporary ID Badge stock and inventory.
• Assist with distribution and tracking of office keys.
• Assist in keeping all office inventory, including, but not limited to, art, furniture, etc.
• Help facilitate office moves, update and maintain floor plans.
• Function as Emergency Response Team Coordinator by assisting with updating office emergency procedures card and replacing emergency procedure equipment as needed.

• Assist with budgeting and other accounting related tasks.
• Assist Director of administration with general administrative task
• Other responsibilities as assigned.

Qualifications

Education

• High School Diploma, bachelor’s degree preferred.
• 1-3 years’ related experience preferred.
• Experience in event planning a plus.
• Experience working in a fast-paced law firm or professional services environment preferred.
• Proficiency with Word and Outlook (Calendar Management) required. Knowledge of EMS, financial systems (Chrome River) Excel, PowerPoint, viRecruit and Flo Recruit a plus. Must be resourceful.
• Must have good sense of judgment and know when to escalate problems to the appropriate manager.
• Exhibit a high energy level and have a professional demeanor.
• Must be customer-service oriented.
• Must have excellent interpersonal skills and be a strong team-player.
• Must have superior organizational skills and have strong attention to detail.
• Must be able to prioritize and juggle multiple tasks with competing tight deadlines.
• Must have strong writing and excellent communication skills and expected to build on these skills.