Operations Assistant

Akin Gump Strauss Hauer & Feld LLP•Washington, DC

9d•$55,000 - $60,000•Onsite

About The Position

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking an Operations Assistant to support Akin's Capitol Hill office. Reporting to the Conference and Guest Services Manager. The role will reside in Akin's Capitol Hill office and support the day-to-day operations of the office and helps ensure a welcoming, professional, and well-maintained environment for clients, visitors, and firm personnel. Serving as a key on-site resource, the Operations Assistant provides reception and guest services support while taking ownership of the overall readiness, organization, and upkeep of shared office spaces. The role also supports conference services, office supplies and inventory, basic audio-visual needs, vendor and building coordination, and other operational functions as needed. The Operations Assistant is expected to perform all responsibilities with a commitment to providing superior service to the firm’s attorneys, advisors, and clients, and maintaining an atmosphere of teamwork and continuous improvement. Above all, the Operations Assistant must fulfill the needs of the firm in a manner which is consistent with the firm’s Core Values.

Requirements

High school diploma or equivalent
Minimum of 1 year working in a similar role with conference services, catering and/or office services experience preferred
One or more years of experience working on Capitol Hill or in a similar professional, government, public affairs, legal, or client-service environment that provides familiarity with congressional and government affairs settings is preferred.
Knowledge of U.S. Postal and courier services/ deadlines, rules and regulations, and the ability to explain same to firm personnel
Knowledge of facsimile machine operations, including machine maintenance
Extensive knowledge of and ability to operate and maintain copy machines
Ability to input data into computerized systems
Excellent oral and written communication skills
Ability to read, comprehend and follow instructions
Ability to think critically and be solution oriented
Working knowledge of Microsoft Office applications; including Word, Excel, and Outlook
Working knowledge of Adobe document applications, including working with PDF files and attachments
Working knowledge of firm’s e-mail and document management systems
Familiarity with domestic and international calling codes
Ability to work independently, take initiative, set priorities and see projects through to completion
Ability to meet deadlines and respond to changing priorities
Ability to handle many tasks simultaneously
Ability to perform clerical tasks with a high degree of accuracy
Ability to work with a wide range of people in a fast-paced team setting
Ability to establish effective working relationships within the department, office and firm
Ability to establish effective working relationships with vendors and others outside the firm
Ability to perform mathematical functions - add, subtract, multiply, divide, percentages
Excellent record-keeping skills
Legible handwriting.
Strong service orientation.
Commitment to professional growth.

Responsibilities

Serve as a primary point of contact for the Capitol Hill office, providing daily reception coverage and creating a welcoming, professional experience for clients, visitors, and firm personnel. Greet and announce guests, answer and screen incoming calls, and accurately take and relay messages.
Take ownership of the day-to-day appearance, organization, and readiness of the office, ensuring reception areas, conference rooms, visiting offices, kitchens, pantries, and other shared spaces are clean, organized, fully stocked, and prepared for use.
Open and prepare the office for daily operations, including preparing coffee and beverage stations, restocking supplies, organizing shared spaces, performing light cleaning, and addressing other needs to ensure the office is ready for the start of the business day.
Perform routine upkeep of kitchen, pantry, conference, and food service areas, including loading and unloading dishwashers, handwashing items as needed, and cleaning refrigerators, sinks, microwaves, countertops, cabinets, and other shared surfaces.
Prepare and maintain visiting offices and conference rooms, ensuring spaces are properly set up, clean, stocked, and ready for arriving guests and firm personnel.
Provide audio-visual and basic technology support for meetings and visitors as needed, including assisting with video conferences and troubleshooting routine issues to help ensure meetings run smoothly.
Monitor office, pantry, catering, cleaning, and other operational supplies; place orders as needed and maintain organized inventory levels to prevent both overstocking and shortages. Ensure purchases are made in accordance with firm guidelines.
Monitor catering pantry, coffee bar, café, and related equipment to ensure proper operation and readiness. Identify and report equipment issues and coordinate service or maintenance as appropriate.
Coordinate routine maintenance of office furnishings, equipment, and spaces, including submitting and tracking work requests and working with service vendors and building management to resolve issues.
Distribute and track visitor keys and access cards in accordance with firm procedures and promptly communicate security concerns to the appropriate manager and Building Management.
Provide backup support to the Events Coordinator, including assisting with conference room and visitor office reservations and other meeting and event-related needs.
Support catering and food service needs as required, including picking up last-minute orders from local caterers and restaurants.
Maintain accurate and complete departmental forms, logs, inventory records, and other operational documentation.
Review completed work for accuracy, completeness, and adherence to instructions and established procedures.
Provide additional operational support and accept overflow assignments from the Conference and Guest Services Manager as needed.