Administrative Assistant, Inclusion

Simpson Thacher & Bartlett•New York, NY

3d•$60,000 - $70,000•Hybrid

About The Position

The Inclusion Administrative Assistant is responsible for providing administrative support to the Inclusion Department, including support for the Women’s Initiative and other firm-wide global inclusion initiatives. This role assists with scheduling and executing events, drafting and sending internal communications, updating firm webpages, processing reimbursements and invoices, and liaising with various internal and external stakeholders. Essential Job Duties & Responsibilities Support the Senior Manager, Legal Training & Development and Women’s Initiatives with administrative tasks related to Legal Training & Development programming, including the Cohort and Client Development Symposium programs. Support the Director, Inclusion, Senior Manager, Inclusion and the team generally with various administrative tasks related to Inclusion, Urban Education Initiative and United for Justice programs. Events Develop and circulate event invitations, send reminders, track RSVPs and event attendance, and provide other event registration/attendance tasks. Research external venues and/or third-party vendors; coordinate logistics, including for space, food, beverages and related offerings. Attend events, as needed. Create event posters and other printed materials. Submit requests to Graphics and Procurement teams, as needed. Order related books and swag, as relevant. Distribute across U.S. offices. Develop post-event feedback surveys and analyze results. Communications Leverage Vuture, Outlook and other firm systems to support Inclusion and Women’s Initiative communications, including the Programming this Month and Inclusion Matters internal newsletters and other communications. Maintain and update the firm intranet with current event information, newsletters, resources and personnel updates. Conduct periodic audit of external website and update as needed. General Administrative Support Provide calendar management and meeting coordination support for the team, including conference room reservations, A/V coordination and catering arrangements. Schedule and coordinate monthly meetings with Inclusion and Women’s Committee Co-Chairs, and periodic meetings with Inclusion and Women’s Advisory Council, Inclusion and Women’s Committee, Inclusion cross-office support team members and legal and administrative team members. Monitor team mailboxes, track and respond to inquiries, escalate questions or concerns. Process and track vendor invoices and department-related expenses and reconcile accounts. Maintain and update Women’s Initiative, affinity group and inclusion network group lists and related members photo directories. Maintain and update electronic records and files. Perform other relevant duties as assigned.

Requirements

1-2 years of administration support experience in a professional services or law firm environment
Cross-cultural skills and awareness related to individuals from broad backgrounds, races, ethnicities, religions, genders, sexual orientations, gender identities and disabilities, among others
Ability to effectively present information verbally and in writing
Strong administrative and organizational skills with attention to detail
Demonstrated ability to prioritize tasks, balance competing demands, and meet deadlines in a fast-paced professional environment
Excellent interpersonal skills with a proven ability to build and maintain professional relationships while exercising a high level of customer service, diplomacy and discretion
Team-oriented approach to collaborate with members from various departments across the Firm; professional maturity to handle sensitive information
Proficiency in Microsoft Office Suite, database management systems and web-based databases/software
Flexible schedule with availability for periodic overtime, including evenings as needed to support departmental priorities and events
High School diploma or GED equivalent required

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Support the Senior Manager, Legal Training & Development and Women’s Initiatives with administrative tasks related to Legal Training & Development programming, including the Cohort and Client Development Symposium programs.
Support the Director, Inclusion, Senior Manager, Inclusion and the team generally with various administrative tasks related to Inclusion, Urban Education Initiative and United for Justice programs.
Develop and circulate event invitations, send reminders, track RSVPs and event attendance, and provide other event registration/attendance tasks.
Research external venues and/or third-party vendors; coordinate logistics, including for space, food, beverages and related offerings.
Attend events, as needed.
Create event posters and other printed materials.
Submit requests to Graphics and Procurement teams, as needed.
Order related books and swag, as relevant. Distribute across U.S. offices.
Develop post-event feedback surveys and analyze results.
Leverage Vuture, Outlook and other firm systems to support Inclusion and Women’s Initiative communications, including the Programming this Month and Inclusion Matters internal newsletters and other communications.
Maintain and update the firm intranet with current event information, newsletters, resources and personnel updates.
Conduct periodic audit of external website and update as needed.
Provide calendar management and meeting coordination support for the team, including conference room reservations, A/V coordination and catering arrangements.
Schedule and coordinate monthly meetings with Inclusion and Women’s Committee Co-Chairs, and periodic meetings with Inclusion and Women’s Advisory Council, Inclusion and Women’s Committee, Inclusion cross-office support team members and legal and administrative team members.
Monitor team mailboxes, track and respond to inquiries, escalate questions or concerns.
Process and track vendor invoices and department-related expenses and reconcile accounts.
Maintain and update Women’s Initiative, affinity group and inclusion network group lists and related members photo directories.
Maintain and update electronic records and files.
Perform other relevant duties as assigned.