Administrative and Operations Assistant
About The Position
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.
Requirements
- High School Diploma
- Proficiency with Word and Outlook (Calendar Management) required.
- Must have good sense of judgment and know when to escalate problems to the appropriate manager.
- Must be customer-service oriented.
- 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.
Nice To Haves
- 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.
- Knowledge of EMS, financial systems (Chrome River) Excel, PowerPoint, viRecruit and Flo Recruit a plus.
- Must be resourceful.
- Exhibit a high energy level and have a professional demeanor.
- Must have excellent interpersonal skills and be a strong team-player.
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.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
