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Assistant Office Administrator Jobs

Company

Sheppard, Mullin, Richter & Hampton LLP
Address , San Diego, 92130, Ca
Employment type FULL_TIME
Salary $85,500 - $143,100 a year
Expires 2023-07-29
Posted at 11 months ago
Job Description
Overview:
Sheppard, Mullin, Richter & Hampton LLP, a global Am Law 50 firm, is seeking an experienced Assistant Office Administrator.

This position is based primarily in the Del Mar office, providing coverage to the Downtown San Diego office as necessary.

Under direction from the Office Administrator, perform administrative duties related to the Del Mar and as needed, the San Diego office. Responsible for providing support and timely providing all pertinent information to the Office Administrator to assist in the management of all staff. Fulfill an integral role as part of the management team for the Del Mar/San Diego offices to ensure efficient and continuous operations of two offices, providing the support needed to allow for consistent and successful delivery of high quality, client first service by all team members.
Responsibilities:
Essential Functions of Job:
  • Contribute to the overall success of the Firm by performing other duties as assigned by the Office Administrator
  • Arrange secretarial and paraprofessional coverage and notary services
  • Review and approve support staff timesheets and Requests for Scheduled Absences
  • Advise, counsel and demonstrate leadership skills with staffing issues
  • Manage invitations for Firm events (office special events and holiday party)
  • Provide managerial coverage for the Office Administrator during absences
  • Communicate effectively and professionally with clients and all Firm personnel and follow up in a timely manner
  • Provide excellent client service to everyone
  • Perform daily office walk-thrus, assessing any office needs and informing the needs to Office Administrator
  • Promote the client-service orientation of the office by assuring that appropriate client service procedures are utilized by staff and recommending to the Office Administrator any changes in work procedures or other client service matters affecting the Del Mar and San Diego offices
  • Ensure that notifications are submitted to building Security of visitors or guests
  • Each morning, assign secretarial coverage and communicate with attorneys regarding same
  • Successful job applicants will be able to perform these essential functions with or without requested reasonable accommodations. Functions include, but are not limited to, the list below:
  • Coordinate office repairs and work orders with building management and/or vendors
  • Supervise interoffice moves, including moves to/from external locations
  • Review and regularly update the designated intranet page for the Del Mar and San Diego offices
  • Assist Office Administrator with hiring, onboarding, counseling/disciplining and termination of support staff
  • Reduce the potential for injury to workers or damage to office equipment by complying with written safety and evacuation procedures. Serve as a member of First Response Team and train others on same

Supervisory Responsibilities:
Supervise Secretarial staff, make reassignments, as necessary, based on needs, skills, workloads, personalities, and integration of trainee level support.
Qualifications:
Required Qualifications:
  • Ability to maintain strict confidentiality and communicate regularly with Office Administrator(s)
  • Willingness to cheerfully stretch beyond a managerial role to help wherever needed
  • 3 years previous experience working in a HR position
  • Ability to take direction, operate objectively and fairly independently
  • Law firm experience preferred
  • Ability to read, respond timely/accurately to and organize a high volume of emails
  • Excellent listening, comprehension and communication skills – the ability to establish and maintain an effective means of communication and close collaboration with the Office Administrator(s)
  • Ability to exercise good judgment
  • Maintain a professional appearance and positive attitude
  • Strong organizational skills and the ability to be a self-starter
  • Outstanding attention to detail combined with exceptional spelling, grammar, and proofreading skills
  • Proficient with Outlook, Excel, Word, PowerPoint
  • Flexibility to work outside normal office hours when necessary
  • Able to work well with all levels within the Firm
  • Strong leadership qualities (e.g., punctual, reliable, hard-working, team player, etc.)
  • Time management skills

Preferred Qualifications: 3 years supervisory responsibility preferred

Education
Required: Completion of college courses required.
Preferred: Bachelor's Degree
Major (if applicable): Human Resource Management or related field

License and Certification
Preferred: CLM or SHRM CP and/or SCP preferred

Computer/Software Knowledge
Required: Proficient with Outlook, Excel, Word, PowerPoint

Work Environment
This position is required to work physically in the Del Mar and San Diego offices Monday-Friday, with some flexibility.

Travel Requirements
Up to 50% travel. Travel to/from the Del Mar and Downtown San Diego offices.

#LI-CW1 #LI-Associate #LI-Fulltime #LI-Onsite

The salary range for this position is $85,500 to $143,100 per year.