Assistant Office Manager

The Direct Hire Division of Consilio, LLC is working with a global firm seeking to hire an Assistant Office Administrator for their Washington, DC office. This position is not with Consilio directly; it is a direct hire, permanent opportunity with the law firm.

About the role: The Assistant Office Administrator (AOA) works directly with attorneys and staff throughout the Washington, DC office and reports to the Senior Office Administrator. Ideal candidates are discerning, proactive, communicative, and organized, and will exercise good judgement in performing human resource, administrative, and operational tasks. The AOA will develop and maintain relationships with staff and attorneys, fairly and consistently apply procedures, regulations, and policies, and exemplify integrity and ethical behavior.

Job Duties and Responsibilities

• Perform daily office walk throughs to identify office needs and inform and propose solutions to the Senior Office Administrator.
• Routinely review and update office resources, e.g., floor maps, phone directories.
• Anticipate and assist the Senior Office Administrator in responding to employee relation issues, including policy distribution and interpretation, counseling, and disciplinary issues, as requested.
• Provide advice and counsel with staffing issues.
• Ensure Firm policies are followed.
• Raise and address employee relations issues in a timely and appropriate manner.
• Screen, test, participate in the interview process, and make hiring recommendations for Washington DC non-attorney staff positions.
• In collaboration with Human Resources and Training departments, assist with employee onboarding and offboarding.
• Assist with conducting 90-day and annual reviews of Washington DC support staff.
• Coordinate annual performance evaluation process for support staff.
• Assist the Senior Office Administrator with staff salary and bonus matters, as requested.
• Identify training gaps and needs and coordinate supplemental training for support staff and practice specialists.
• Assist the Senior Office Administrator with practice specialist reassignments, as necessary, considering skills, workloads, personalities, integration of trainee-level support, and Firm needs.
• Promote the client-service orientation of the office by assuring appropriate client service procedures are utilized by staff and recommending to the Senior Office Administrator any changes in work procedures or other client service matters affecting the office.
• Review and regularly update the Washington DC intranet page.
• Cover for the Senior Office Administrator during absences.
• Plan and execute office activities, events, and projects within the Washington DC office.
• Communicate effectively and professionally with all clients and Firm personnel and follow up in a timely manner.
• Maintain multiple calendars.
• Reconcile invoices and expenses.
• Make travel arrangements.
• Ensure building and garage access protocols are followed.
• Liaise with building management and building security.
• Perform other duties as assigned by the Senior Office Administrator.

Required Qualifications

• Three years prior experience working in an administrative role, with law firm experience preferred.
• Exceptional reading and proofreading skills.
• Able to write clearly and succinctly without spelling or grammatical errors.
• Excellent listening, comprehension and communication skills
• The ability to establish and maintain an effective means of communication and close collaboration with the Senior Office Administrator.
• Prior event planning experience.
• Experience making comprehensive travel arrangements.
• Able to respond promptly and accurately to a high volume of emails.
• Demonstrated proficiency with the full Microsoft 365 suite of solutions.
• Willingness and ability to quickly master tools such as , SharePoint, Zoom, Teams, Brivo, Rendezvous, Quickbook, Datawatch, and Jawnt.
• Exceptional organization and time management skills.
• Maintain a professional appearance and positive attitude.
• Willingness to cheerfully help wherever needed.
• Flexibility to work outside normal office hours when necessary.
• Ability to maintain strict confidentiality.
• Outstanding attention to detail.
• Sound in judgment.
• Willing to take direction, approach issues objectively and fairly, and work independently.
• Demonstrated leadership qualities.

Education

Bachelor's Degree in a related field.

CLM or SHRM CP and/or SCP preferred.

Logistics, Salary, & Benefits

• This position requires a physical presence in the Washington DC office Monday through Friday with few exceptions.
• Centrally located office near most metro lines.
• The pay range for this position is: $85,000 to $110,000 annually and is eligible for an annual discretionary bonus
• FLSA Status: exempt
• Comprehensive benefits including health, vision, dental, FSA/HSA, life and accident, disability, financial advisory, mental health programs, and wellness programs and incentives. Candidates also have access to a beautiful remodeled gym, an onsite barista, and breakfast on Tuesdays.

Travel Requirements

Occasional travel, up to 10%.