Administrative Services & Operations Assistant

Position summary: The Administrative Services & Operations Assistant will provide administrative support to the Director of Administration and other members of office management. Responsibilities include, but are not limited to, the following:

Position responsibilities:

Administrative and operations:

• Assist Director of Administration and other members of office management by responding to messages, screening phone calls, drafting/updating correspondence opening and organizing their interoffice mail,
• Maintain Director of Administration's calendar, including coordination of meetings and events
• Schedule conference rooms and catering for various meetings
• Draft emails regarding office events
• Make and track travel arrangements for Director of Administration and other members of office management, acting proactively to address travel issues as they arise
• Assist with organization and coordination of special events for the office. Participate in local office Activities Committee
• Schedule regular office meetings as directed (secretary meetings, business professional meetings, manager meetings), including coordinating the conference room and catering needs. Take minutes, as needed
• Work closely with Director of Administration and assigned managers to promote various local charitable causes to be sponsored by the office
• Develop and/or update various administrative forms, as requested
• Create and maintain local files, such as working admin files, vendor files, personnel files
• Maintain personnel files, including up-to-date filing and warehousing termed personnel files
• Provide receptionist backup, as needed
• Review content of and update office page on Cooleynet. Assist in creation of local office newsletter, where applicable
• Print and organize monthly budget reports, financial statements and cost recovery reports as directed
• Code applicable office invoices and reimbursements for review and approval by Director of Administration or assigned manager
• Track expenses charged to the office Visa card and reconcile monthly statements for reimbursement

• Assist in communication of employee relation/retention initiatives
• Order flowers for delivery to employees and/or family of employees as directed by office management
• Assist with various employee recognition programs such as "Way-To-Go", employment anniversaries and birthday celebrations
• Assist office management and central HR in scheduling training programs such as brown bag lunches, health and wellness sessions and mandatory sexual harassment training
• Champion and promote the firm's health/wellness initiatives and program
• Assist reception and/or marketing on matters that pertain to office-wide events
• Create and generate various special reports, as requested

• Assist Partner-in-Charge with special projects, as requested
• All other duties as assigned or required

Operations:

• Perform a variety of administrative duties to ensure excellent customer service within the Administrative, Facilities, and Guest Services departments
• Assist Guest Services with conference and reception service responsibilities, as needed
• Maintain checklist for new hire office setups
• Assist with logistics involving office moves or expansions

Local human resources and non-exempt recruiting coordination:

• Assist office management with recruiting process for legal secretaries, facilities/office services and administrative positions, including requisition preparation, placing ads on professional organization sites, and coordinating conflict and background checks on candidates
• Provide new-hire employee and temp orientation materials, as needed
• Generate and distribute orientation schedules to orientation team
• Input new hire employee data and ensure Workday onboarding process is complete. Enter other employee data changes in Workday as directed
• Prepare and send all "x_change" change forms electronically for new hires, terminations, moves, transfers, support and title changes

Secretarial coordination (team lead secretaries perform duties in some offices):

• Assist office management in determining the need for vacation staffing by reviewing secretarial vacation requests for approval, tracking vacation schedules and arranging/communicating coverage with assigned supervisors
• Enter scheduled/unscheduled absences in local office coverage calendar(s)
• Update and maintain the secretarial schedule and teaming list

Skills & experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required

Preferred:

• Bachelor's degree in Business, Human Resource Management or related field
• Prior law firm experience

Competencies:

• Strong organizational skills to manage time well, prioritize effectively, and handle multiple deadlines
• Professional presentation and demeanor
• Reliable and cooperative manner
• Ability to work under time constraints and meet deadlines
• Ability to maintain high level of confidentiality and discretion related to all firm personnel and firm business
• Must display a willingness to complete all tasks and learn new skills
• Must display the ability to define problems and issues while using a logical approach to develop and implement appropriate solutions
• Proven ability to work in a team environment with a customer-service focus
• Excellent attention to detail, oral and written communication and proofreading skills
• High level of initiative, diplomacy and tact

Reporting to this position: No direct reports.

Cooley offers a competitive compensation and excellent benefits package. EOE.

The expected hourly pay range for this position with a work schedule of 40 hours per week is $23.50 - $28.50 ($48,880.00 - $59,280.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off ("PTO") and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.