Office Administrative Coordinator

Davis Wright Tremaine LLP•Portland, OR

1d•Onsite

About The Position

This is an essential position that will require five days in-office. This position is responsible for providing administrative support to the Office Administrator, Operations Supervisor and Legal Assistant Manager(s), including day-to-day processing of various administrative matters, typing correspondence, managing calendars and sending meeting invitations, taking meeting notes, sending reminders, keeping track of vendor documents/contracts terms, assisting with special projects/events and tasks, and additional support as assigned. At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.

Requirements

GED or High School Diploma
High level of confidentiality
Solutions driven and can-do attitude
High level of emotional intelligence and ability to flex to different personalities
Approachable and friendly demeanor
Helpful attitude with high level of customer service focus; team focus
Creative thinking with ability to partner/collaborate with others in the office
Ability to organize assignments; work under pressure and meet deadlines
Ability to communicate effectively and professionally with lawyers, managers and staff
High attention to detail and excellent organization skills
Ability to communicate clearly and work independently with minimal supervision
Strong computer skills with a knowledge of Microsoft Outlook, Word and Excel is required; knowledge of all MS Office products strongly preferred

Nice To Haves

3+ years of administrative assistant or similar experience is preferred
Accounting and legal marketing experience is preferred; experience in a professional services organization is a plus

Responsibilities

Act as central communication and information hub and representative of the office management team
Attend various office administrative meetings and record notes/reminders, circulate and maintain notes/reminders as needed
Coordinate and act as primary office contact for public transportation monthly passes
Organize and coordinate various special vendor programs including support staff coaching and student internships
Maintain and track office credit card charges and back-ups, reconcile charges and prepare appropriate expense reports
Partner and coordinate with firm legal staff and attorney recruiting teams to deliver onboarding coordination including orientation schedules, office setups and events for new staff and attorney hires, including Summer Associates
Serve as liaison and secondary point of contact for building management and office vendors; submit vendor invoices for payment
Coordinate with Operations Supervisor to maintain and update internal directories, floor plans and contact lists as needed
Assist with planning and execution of office projects and programs, including IT (Information Technology) rollouts, client and community service events, office special events, client meetings and professional development initiatives
Work with Office Administrator, Operations Supervisor and Legal Assistant Manager(s) to track spending for various department budgets including business development, client development/entertainment, sponsorships, travel, staff development, etc.